Shared inboxes (also called distribution lists, group mailboxes, or shared mailboxes) are collaborative email addresses used by multiple team members, such as support@company.com or sales@company.com. While these inboxes are essential for team collaboration, they present unique challenges for email signature management. This guide explains how Opensense handles shared inboxes and what configuration options are available to ensure consistent branding across all outbound messages.
Step 1: Remove Compliance data
Opensense uses a data priority system to fill in the signature templates. With a shared email address, we want the fields to populate based off of the user's signature block, so all competing data must be a lower priority. This means all fields must be unlocked and the sync must be broken for these fields.
1. Go to Compliance (Signature drop down > Compliance)
2. Search for the shared email address
3. Click Edit User. Delete the data. Unlock all fields AND break the sync.
It is okay if the fields show an asterisk (*) with the old data. The asterisk indicates the data present in the signature block of the last sent email.
Step 2: Creating Unique Signature Blocks
Now that the data in Opensense has been cleared, the data will only pull from the signature block on the email. If you already have a custom signature block, copy and paste this into the Signature Settings of the shared inbox. If employees need to create a new signature block, they can do so using your MySig tool.
1. Go to MySig and enter your details
MySig URL Format: https://smart.domain.com/mysig
2. Copy, paste, and save the signature block into the Signature Settings of the shared email address.
3. Users can select their signature block from the signature selector. The fields will populate with the data in the signature block.
