Google Add-on launch guide

Overview

The Google Add-On integrates Opensense-managed signatures directly into Gmail and is deployed centrally by a Google Workspace Super Administrator, so there is no per-user installation. This guide covers the rollout: prerequisites, the launch-day steps, what employees will see, and a launch email you can adapt and send.

For what the add-on is and the permissions it requests, see the Google Add-on overview and the Google Add-on deployment overview (change request).

Deployment prerequisites

Before launch day, confirm the following:

• All sending domains are configured in Opensense. If a domain is missing, the add-on will not load for users on that domain.
• Signatures are built in Designer Studio and assigned to the appropriate groups.
• Deployment scope and launch date are coordinated with your Google Workspace administrator and your Opensense Onboarding Specialist.

On launch day

Two actions happen together to activate signatures. Both are required.

• Your Google Workspace Super Administrator adds the in-scope users or groups to the Opensense Email Signatures app in Google Workspace. This deploys the add-on so the Opensense panel appears in Gmail for everyone in scope.
• Your Opensense admin will then perform a Push to Gmail using the Opensense Pusher tool. This writes the signature template into each employee’s Gmail signature settings.

The app assignment makes the add-on panel available; the Push to Gmail places the signature in employees’ settings. If you do one without the other, employees will either see the panel with no signature applied, or a signature with no panel to edit it.

Deployment tips

• Best day to deploy: any day. The Google Add-On deploys instantly with no propagation delay. Employees can open the panel and update their signature as soon as the admin completes the launch-day steps.
• Deploy to a small pilot group first to confirm the panel appears correctly and signatures push as expected, then roll out to the full organization.

Activating the Opensense signature for an inbox

Admin update in the Opensense portal

Best for the initial launch, and periodic bulk signature updates for existing employees.

1. Confirm that your Google Workspace administrator adds the user to the Opensense Email Signatures app. This deploys the add-on to the user.
2. The Opensense admin pushes email signatures to the selected inboxes. To push the full visual signature, see Pushing Visual Preview signatures to Gmail with the Pusher. To push the plain-text preview block, see How to use the Pusher for Google Workspace (classic UI).
3. Give the employee the Opensense Email Signature Instructions, which explain how the Opensense email signature and add-on work. Your Opensense Onboarding Specialist provides them.

Employee update in their Gmail web browser

Best for the new employee onboarding workflow.

1. Confirm that your Google Workspace administrator adds the user to the Opensense Email Signatures app. This deploys the add-on to the user.
2. Give the employee the Opensense Email Signature Instructions, provided by your Opensense Onboarding Specialist.
3. The employee follows the document to update their email signature in Gmail in the web browser.

End-user experience

• After refreshing their Gmail web browser, employees see the Opensense signature when they compose a new email.
• In Gmail signature settings, employees should confirm My Signature is set as the default for both new emails and replies/forwards.
• After deployment, employees see the Opensense icon in the right-side panel of Gmail on the web.

• Employees with editable fields can update them in the panel at any time. Changes apply to their live Gmail signature and write back to their Opensense user profile.
• On the Gmail app for iOS and Android, employees should turn off the app’s mobile signature so the managed signature applies. This is covered in the launch email below.

Internal launch communications

How you communicate the launch is the difference between a handful of support emails and far more than necessary. To make it easier to get started, here’s an example email you can adapt for your launch.

• Send launch communications 1 to 3 days before launch day. Showing the new signature even earlier, at an all-hands meeting, helps too.
• Your Opensense Onboarding Specialist is happy to review any communications your team drafts, to confirm they align with your launch plan.

Personalize the template

Customize the email for your environment before you send it: this is your best chance to prevent confusion for employees. Replace the placeholders: launch date, team / department, internal contact / team, and your name / team.

Email template

To: All employees

Subject: Standardized corporate email signatures are coming on launch date

Dear Team,

To present a stronger, unified brand to our customers, we are rolling out standardized email signatures for all employees on launch date. Using a service called Opensense, team / department will centrally manage the style and format of email signatures, while your contact information is synced from our company directory. Your signature will be consistent, professional, and always up to date, with very little required on your end.

Once you receive an email confirming your new signature is active, here is what to do:

1. Open or refresh Gmail in your desktop web browser.
2. Your new default signature will appear in the compose window going forward.
3. Go to Gmail Settings > See all settings > General > Signature and confirm My Signature is set as the default for new emails and for replies and forwards.
4. To edit your details: click the Opensense icon in the right-side panel of Gmail to open the add-on, make your changes to any editable fields, click Update Signature, and refresh the browser tab.

If you use the Gmail app on iPhone or Android, open your Gmail app settings, go to Signature Settings, and turn off the mobile signature. Your desktop signature will apply automatically.

Questions? Reach out to internal contact / team.

Thank you,

your name / team

Signature instructions for end users

Your onboarding includes branded signature instructions to help current and new employees add their signature. If you have not received your branded copy, contact your Opensense Onboarding Specialist.

What’s next

• Google Add-on overview: what the add-on is and how it works.
• Google Add-on deployment overview (change request): permissions and Change Advisory Board approval.
• How to use the Opensense Pusher (classic UI)
• Pushing Visual Preview signatures to Gmail with the Pusher

For further help, contact Opensense Support at help@opensense.com.