Google Push and Stamping Hybrid Launch Guide - Everything You Need To Know

Overview

Google Push Deployment Explained

Deployment Pre-Requisites

• On launch day, your Opensense Signature Admin will push to a list of users in Opensense. This push can then be performed for ongoing employee onboarding
• A list can be generated within Opensense in your Users and Compliance. Here's how

Deployment Tips and Best Practices

• Best day to push: anytime

End User Experience

• When you push to Google, we will write to "My Signature" in Gmail signature settings as shown in your branded Opensense Signature Instructions document. If "My Signature" is already in use, it will be overwritten.
• Employees may need to refresh their browser for their new signature to show in their account
• As an extra check, Employees should ensure "My Signature" is set as default for new messages and replies by following the instructions in the linked document.
• In the Opensense Email Signature Instructions, we share how to prevent Google from moving the signature to the bottom of the email thread. This is not an Opensense setting, but employees/admins have found our instruction on fixing this useful!
• The default signature will appear as plain text, and the recipient will always receive a beautiful email signature design that is centrally managed by Marketing. Your branded Opensense Signature Instructions document explains this transformation.

Stamping Explained

Deployment Pre-Requisites

• On launch day, your Google Admin adds users to an access control group/OU in Google. This activates email signatures for the specified users.
• Coordinate deployment time and date of your Push to Gmail with your IT department so they can activate stamping at the same time

Deployment Tips and Best Practices

• Best day to deploy: any day, off-peak email hours.
• Adding users to the stamping group can take up to 48 hours to fully adjust, though it typically happens much quicker. This is on the Microsoft side, unrelated to Opensense. Consider adding test users first 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). They do not need to remove their Gmail web browser signature, since the Pusher tool will update that client.
• 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 (send 3 days before Launch)

Email Template

To: All Employees

Subject: Standardized Corporate Email Signature

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 ensures that our corporate email communications will have a consistent appearing going forward.

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 nothing to do on your end! Our IT team will be enabling a policy starting on XX/XX/XX that will automatically update your email signature in Gmail in your web browser. If on that day you compose an email, and it is not the plain text signature, you may need to refresh Gmail or log back in. When sending from a mobile device, the email signature will append automatically after you send an email. If you have an existing signature on your mobile device, please turn it off.

Finally, due to contact information being synced with our company directory, any changes made directly to your signature block will be overwritten by directory info when sending an email. If your signature contains incorrect info, or you require any other assistance setting up your email signature, please contact our IT Helpdesk for support: help@ABC.com

Highlights of the new email signature block are:

Change Requests

Do not add quotations, tag lines, former acquired company names, memes, videos, alternate legal disclaimers, Manufacturer logos, certifications etc. If you believe that you have a legitimate case for adding or changing something on your signature block please get approval from your manager, place an IT service ticket stating what you want and your request will be reviewed by Marketing for consideration. Do not make changes on your own. Thanks for your cooperation.

The signature will appear as plain text when sending an email, and the recipient will always receive the branded email signature design that is centrally managed by Marketing. You can send yourself a test email to your personal email or a colleague to confirm it's working as expected before sending an external email.

Whenever deploying the Opensense Signature in Bulk:

• Announce on an all hands meeting for an engaging launch
• Reduce internal support requests by sending a reminder email (or two!) leading up to launch
• Support requests tend to subside after a week or so after launch

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.

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