Setting up signatures for shared inboxes

Overview

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. These inboxes are essential for team collaboration, but they present unique challenges for email signature management. This guide explains how Opensense handles shared inboxes, and the configuration options that keep branding consistent across all outbound messages.

Step 1: Remove the shared inbox’s Opensense data

Opensense uses a data priority system to fill in signature templates. For a shared email address, the fields should fill in from the user’s signature block, so all competing data must have a lower priority.

Unlock every field and break its sync

All of the shared address’s fields must be unlocked, and the sync must be broken for these fields.

1. Go to Manage > Users, and search for the shared email address.
2. Select the shared address, to open its Edit User page.
3. Under Fields, delete the data. Then unlock every field, and break its sync. An unlocked field shows an open lock, and a field with a broken sync shows a crossed-out sync icon.

It’s okay if the fields show an asterisk (*) with the old data. The asterisk shows the data in the signature block of the last email sent.

Classic UI

In the classic Opensense UI, go to Compliance (in the Signature menu), search for the shared email address, and select Edit User. Delete the data, then unlock all fields and break the sync.

Step 2: Create unique signature blocks

With the data in Opensense cleared, the fields fill in only from the signature block on the email. If you already have a custom signature block, copy and paste it into the signature settings of the shared inbox. If employees need to create a new signature block, they can use your MySig tool.

1. Go to MySig, and enter your details. Your MySig URL has the format https://smart.domain.com/mysig.

   

2. Copy, paste, and save the signature block in the signature settings of the shared email address.

3. Users select their signature block from the signature selector. The fields fill in with the data in the signature block.

   

What’s next

• Sending more than one signature
• Field data priority
• How should I break the directory sync in Opensense?

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