MySig launch guide

Overview

MySig gives employees a landing page to create their Opensense signature. A one-time copy and paste into their signature settings is all it takes for beautiful email signatures on all devices and apps.

Deployment tips and best practices

Best day to deploy: early in the week, to give users the week for adoption.

End-user experience

• Employees get a company-branded landing page, with any instructions you’d like to include. They fill in their signature field data in a form. A simple one-time copy and paste of their Opensense signature into every device they send email from is all it takes. Your branded Opensense Signature Instructions document has setup instructions for the major desktop and mobile applications.
• The default signature appears as plain text, and the recipient always gets the beautiful email signature design that Marketing manages centrally. Your branded Opensense Signature Instructions document shows this transformation.

Internal launch communications

Before you send

Good launch communication is the difference between a few support emails and many more than you need. To help you get started, here’s two sample emails, submitted by a customer who launched their email signatures successfully.

• Send launch communications 1 to 3 days before launch day. Bonus points for showing your new company signature even sooner, at an all-hands meeting.
• If you write a launch email you’re proud of, send it to your customer success manager, so it can be added to the knowledge base to help others.

Personalize each template

The template is a great place to start, but customize it for your use case before you send it: this is the best time to prevent confusion. Replace the examples, such as Jane Doe, CompanyName, the dates, the email addresses, and the MySig link (use your own smart.yourdomain/mysig link).

Send 3 days before launch (email announcement 1 of 2)

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 corporate email communications have a consistent appearance going forward. This will also give marketing an opportunity to routinely update email signatures with relevant banners, such as a banner for upcoming webinars, live demos, tradeshow events, etc. Additionally, this makes your life easier, as you will never have to worry about editing or adding anything to your CompanyName email signature again!

Highlights of the new email signature block are:

You will receive an email from our team on Monday, May 18th with a link to set up your email signature. If your signature contains incorrect contact information, or you need any other help setting up your email signature, please contact Jane Doe for support: Jane.Doe@abc.com

Please do not add quotations, tag lines, memes, videos, alternative legal disclaimers, font changes, color changes, logos, etc. If you believe that you have a legitimate case for adding or changing something on your signature block, please reach out to Jane Doe: Jane.Doe@ABC.com, and your request will be reviewed and considered by Marketing.

We greatly appreciate your help in setting up your signatures. Thank you!

Whenever you deploy the Opensense signature in bulk:

• Announce it at an all-hands meeting, for an engaging launch.
• Support requests tend to subside a week or so after launch.

Send on launch day (email announcement 2 of 2)

To: All Employees

Subject: Corporate Email Signature Launch Today

You can now create your signature at this landing page: smart.opensense.com/mysig. Please take a moment to read the attached document to set up this new signature block on your corporate devices. It also contains step-by-step instructions for a variety of email clients, including Outlook, Outlook on the web, iPhone, and Android. The document contains frequently asked questions, and also shows the transformation of your email signature, seen below:

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

Because contact information is synced with our company directory, any changes made directly to your signature block will be overwritten by directory information when you send email. If your signature contains incorrect information, or you need any other help setting up your email signature, please contact our IT Helpdesk for support: help@ABC.com

Do not add quotations, tag lines, former acquired company names, memes, videos, alternate legal disclaimers, font changes, color changes, 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, and place an IT service ticket stating what you want. Your request will be reviewed by Marketing for consideration. Do not make changes on your own. Thanks for your cooperation.

Say which fields employees can change

Also tell employees which fields they can update themselves, and which need a request to internal support.

What’s next

• Finding your active user count, for adoption monitoring
• Editing one user in Users & Compliance (classic UI)
• Saving your signature block in Microsoft 365 email apps

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