Overview
Deployment Pre-Requisites
- On launch day, your System Admin adds users to an access control group in Azure AD/Google Workplace (commonly named "Opensense Stamping"). This activates email signatures for the specified users
- Coordinate deployment time and date with your IT Department
Deployment Tips and Best Practices
- Best day to deploy: ANY day, off-peak email hours
- Adding users to the stamping group may take time to fully adjust, though it typically happens much quicker. This would occur on your email service provider side, and is unrelated to Opensense
- Consider adding test users to confirm how long it takes in your environment
End User Experience
- Employees will need to remove their old signature from their devices if they had one (otherwise, you run the risk of having two email signatures)
- Upon deployment, emails sent from their corporate email address(es) will have the Opensense signature "stamped" onto the email after the email is sent
- No signature will be visible in the body of sent emails
Internal Launch Communications
Properly communicating the Opensense launch can make the difference between receiving a few support emails, or way more than necessary if it's done poorly. To make it as easy as possible for you to take flight, here's an email example to get you started with your launch communications!
This email template was submitted with love by one of our customers who have successfully launched their email signatures! It's a great place to start, but remember that your email communication should be customized to your unique use case before sending out. This is the best time to prevent confusion for the end user. Additionally, we have highlighted any items that need to be personalized before sending out.
Email Template
All Company Employees
Date
Dear Team,
In an effort to present a stronger unified brand to our customers, we will be implementing a standardized email signature for all employees. Using a service called Opensense, the marketing team will now centrally manage the style and format of email signatures while employee contact information will be synced from our company directory. This means your email signature on all emails from any device will be beautiful and up to date with all of the latest messaging, and best of all there is very little required on your end!
Highlights of the new email signature block are:
We ask that you help us in this facet of our launch by taking the following steps -
- Delete your email signature in Outlook. Do this by clicking on Signature on the tool bar of an individual email, select Delete Signature
- Delete your email signature on any devices you're sending emails from
Once Opensense is activated, you will not see your email signature when you hit Send, but it will be added automatically along with any current featured banner ad. Once we have launched, you can send yourself a test email to your personal email or a colleague to check it out, as it will not show up when composing an email or in your sent emails.
If you have any questions with these steps, please give me a call at 123-456-6789 or send me an email at jane.doe@email.com.
Placement Issues
Rarely, customers will encounter placement issues, where the stamped signature may be applied at the footer of the email thread instead of in the last message sent. If you encounter this or notice the signature is being stamped on somewhere it shouldn't be, please follow this guide for placement issues.
Related Resources
- How to Send a #debug Email
- Shared Inbox for Stamping Customers
- Do you have users who need to modify their email signature on compose? You can use MySig! Please contact your Opensense rep with any questions