Choose 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

Comparison table

Technical Details

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.

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

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

Learn more: Setting up Stamping

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.

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

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

Learn more: Setting up Plain Text Block Routing

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.

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

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

Learn more: Setting up Visual Preview

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.

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

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

Learn more: Setting up the Outlook Add-in

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).

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

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

Learn more: Setting up the Google Add-on

Making your decision

Use your organization's specific requirements and constraints to narrow down which deployment method will work best. The factors below will help you identify which features matter most for your situation.

Consider these factors:

• Email platform mix: Microsoft 365-heavy organizations often prefer the Outlook Add-in or Visual Preview for the familiar user experience. Google Workspace organizations typically use Plain Text Block with Pusher or server-side Stamping for easier central management.

• Compliance and brand control requirements: Regulated industries (finance, healthcare, legal) usually need server-side methods (Stamping or Plain Text Block) to ensure signatures cannot be bypassed or modified. Less regulated environments may prioritize user experience with Visual Preview or Add-ins.

• Data quality: Organizations with clean, accurate user data in their directory can deploy any method confidently. If your data needs improvement, consider methods that allow field editing (Outlook Add-in, Google Add-on) so users can update their own information.

• Marketing and analytics needs: If you need advanced marketing banners with recipient-based targeting and detailed analytics, you must use server-side routing methods (Stamping or Plain Text Block). Visual Preview and Add-ins only support sender-based banner targeting with basic analytics.

• User experience priorities: Organizations prioritizing ease of adoption often choose methods where users see their signature while composing (Visual Preview, Add-ins, or Plain Text Block placeholder). If user experience is less critical than enforcement, Stamping provides the strictest control.

Still deciding?

If you’re a current customer, reach out to your Account Manager, or at help@opensense.com. Exploring Opensense? Connect with our sales team to talk through which method makes sense for your organization.server-side routing