Stamping launch guide

Overview

Stamping adds a signature to all emails, after the email is sent. Stamping adds a signature only when a plain-text signature block isn’t already in the body of the email.

Deployment prerequisites

On launch day, your system admin adds users to an access control group in Microsoft Entra ID (formerly Azure AD) or Google Workspace, commonly named “Opensense Stamping”. This turns on email signatures for those users.
Coordinate the deployment date and time with your IT department.

Deployment tips and best practices

Best day to deploy: any day, during off-peak email hours.
Adding users to the Stamping group may take time to take full effect, though it usually happens much faster. This happens on your email service provider’s side, and is unrelated to Opensense.
Consider adding test users first, to confirm how long it takes in your environment.

End-user experience

Employees need to remove their old signature from their devices, if they had one. Otherwise, emails may get two signatures.
After deployment, emails sent from their corporate email addresses have the Opensense signature “stamped” onto them, after they’re sent.
No signature is visible in the body of sent emails.

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 a sample email, 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.

Email template

All Company Employees

Date

Dear Team,

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 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 very little required on your end!

Highlights of the new email signature block are:

We ask that you help us in this part of our launch by taking the following steps:

Delete your email signature in Outlook. In classic Outlook, go to File > Options > Mail > Signatures, select your signature, and select Delete. In new Outlook, go to Settings > Accounts > Signatures.

Delete your email signature on any devices you send emails from.

Once Opensense is activated, you will not see your email signature when you hit Send, but it will be added automatically, along with any current featured banner ad. Once we have launched, you can send a test email to your personal email or a colleague to check it out, as it will not show up when you compose an email or in your sent emails.

If you have any questions about these steps, please give me a call at 123-456-6789, or send me an email at jane.doe@email.com.

Support requests tend to subside a week or so after launch.

Placement issues

Rarely, customers see placement issues, where the stamped signature is applied at the footer of the email thread, instead of in the last message sent. If you see this, or notice the signature stamped somewhere it shouldn’t be, send a #debug email, so Opensense support can trace the problem.

What’s next

How to send a #debug email
Setting up shared inboxes for Stamping customers
Do you have users who need to change their email signature at compose? You can use MySig. Contact your Opensense rep with any questions.

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