Choosing a deployment method

Overview

Opensense offers multiple deployment methods for applying email signatures across your organization. The method you choose determines when signatures are applied (server-side or client-side), what users see while composing emails, and how much flexibility users have to modify their signatures.

Most organizations choose one primary deployment method, though some use different methods for Microsoft 365 and Google Workspace users.

Key takeaway

Server-side methods (Stamping, Plain Text Block) give you the most control and enforce consistency, while client-side methods (Visual Preview, Add-ins) provide a better user experience at the cost of some central control.

Quick decision guide

• Choose Stamping if you need fully enforced, centrally controlled signatures that users cannot bypass
• Choose Plain Text Block (PTP) if you want users to see a placeholder while composing but still route through Opensense servers
• Choose Visual Preview if you want users to see the full signature while composing (best for Microsoft 365 users)
• Choose Outlook Add-in if you need advanced features like multi-signature support, field editing, or automatic insertion
• Choose Google Add-on if you need users to edit unlocked fields and automatically push updates to Gmail

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Compare the methods

Compare all five methods on the same criteria. Select a method name for its full advantages and limitations below.

Type	Server-side Added on Opensense servers		Client-side Added in the email client
Method	Stamping	Plain Text Block (PTP)	Visual Preview	Outlook Add-in	Google Add-on
Best for	Strict enforcement and compliance	Visible placeholder with server-side control	Seeing the full signature before sending	Flexible signatures for Microsoft 365 teams	User field updates for Google Workspace teams
Platforms
While composing	No signature shown	Text placeholder	Full signature preview	Full signature preview	Varies by push type
Control
Edit or bypass	Users can't edit or bypass		Users can edit or bypass
Mail flow rules	Required		Not required
Recipient targeting	Supported		Not supported
Marketing banners	Supported	Supported	Supported	Supported	Not supported
Multiple signatures	Not supported	Not supported	Not supported	Supported	Not supported
User field updates	Not supported	Not supported	Not supported	Supported	Supported
Setup & timing	Medium complexity; immediate deployment	Medium complexity; immediate deployment	Low to medium complexity; fast deployment	Medium complexity; up to 72 hours to reach users	Low complexity; immediate deployment

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Stamping

With Stamping, users see nothing while composing their email. After they click send, a mail flow rule routes the email to Opensense servers, applies the signature, and delivers it to the recipient. This is the most centrally controlled method.

Best for

Organizations requiring strict enforcement, compliance, or regulated industries where signature consistency is critical.

Pros

• Advanced marketing capabilities with recipient-based banner targeting
• Internal vs. external recipient-based logic
• Fully admin controlled - users cannot opt out or bypass
• Nothing can be removed or edited by users
• Fastest deployment (no user action required)

Cons

• User confusion from seeing nothing while composing
• Users may add their own signature thinking they don't have one, resulting in duplicate signatures
• No visual confirmation that a signature is being added
• Requires routing to a third-party server (Opensense)
• Users don't see the fully rendered signature until someone replies
• Email encryption can prevent signature transformation

Plain Text Block (PTP)

Plain Text Block (also called Routing) inserts a text placeholder that users see while composing. When they send, a mail flow rule routes the email to Opensense, transforms the placeholder into the full HTML signature, and delivers it to the recipient. This provides visual feedback while maintaining server-side control.

Best for

Organizations wanting visual feedback for users while maintaining server-side control and advanced marketing features.

Pros

• Users see a placeholder confirming a signature will be applied
• Internal vs. external recipient-based logic
• Advanced marketing capabilities with recipient-based banner targeting
• Protects HTML signature components

Cons

• Requires routing to a third-party server (Opensense)
• Users don't see the fully rendered signature until someone replies
• Email encryption can prevent signature transformation

Visual Preview

Visual Preview displays the full HTML signature while users compose their email. The signature is inserted client-side, giving users a familiar experience similar to traditional Outlook signatures.

Best for

Microsoft 365 organizations prioritizing user experience over strict enforcement, particularly in less regulated industries.

Pros

• Users see the complete signature while composing
• Familiar experience (feels like native Outlook/Gmail signatures)
• No routing to third-party servers required

Cons

• Users can edit or remove components before sending
• Limited to sender-based banner targeting (no recipient-based logic)
• Less centralized control compared to server-side methods
• Cannot be fully locked down in Google Workspace

Outlook Add-in

The Outlook Add-in is a web-based add-in deployed through Microsoft 365 Admin Center. It provides the most advanced features including automatic insertion, multi-signature support, field editing, and the ability to disable default Outlook signatures.

Best for

Microsoft 365 organizations wanting maximum flexibility, user control, and advanced features like multi-signature support or field editing.

Pros

• Most feature-rich option for Microsoft 365
• Auto-insert signatures with ability to disable default signatures
• Multi-signature support with user selection
• Field edits allow users to update unlocked fields (pronouns, designations, etc.)
• Custom compose fields for controlled user customization
• Available on Outlook desktop, mobile and OWA

Cons

• Deployment takes up to 72 hours to reach user profiles
• Requires admin deployment through Microsoft 365 Admin Center

Google Add-on

The Google Add-on allows users to edit unlocked fields and, when auto-push is enabled at the group level, automatically pushes signature updates to their Gmail settings. It’s only available in the browser (not mobile).

Best for

Google Workspace organizations wanting users to control certain fields while still maintaining centralized signature templates.

Pros

• Users can edit unlocked fields directly
• Auto-push feature automatically updates Gmail signature settings when enabled
• Instant deployment (no propagation delay)
• Custom compose fields for controlled user customization

Cons

• Only available in Gmail web browser (not mobile app)
• More limited functionality compared to Outlook Add-in
• Requires users to manually assign signature to replies/forwards if previously set

Making your decision

Find your situation in each factor to narrow down the right method.

Email platform mix

• Mostly Microsoft 365Outlook Add-in, Visual Preview
• Mostly Google WorkspacePlain Text Block with Pusher, Stamping

Compliance and brand control

• Regulated industry, such as finance, healthcare, or legalStamping, Plain Text Block
• Less regulatedVisual Preview, Outlook Add-in, Google Add-on

Data quality

• Clean, accurate directory dataAny method
• Data needs improvement, so users should edit their own fieldsOutlook Add-in, Google Add-on

Marketing and analytics

• Recipient-based banner targeting and detailed analyticsStamping, Plain Text Block
• Sender-based targeting and basic analytics are enoughVisual Preview, Outlook Add-in

User experience

• Users should see their signature while composingVisual Preview, Outlook Add-in, Google Add-on, Plain Text Block (placeholder)
• Enforcement matters more than experienceStamping

Still deciding?

If you’re a current customer, contact your account manager or email help@opensense.com. Exploring Opensense? Connect with our sales team to talk through which method makes sense for your organization.