Overview
The Opensense Outlook Add-in offers a powerful and flexible solution for dynamically managing email signatures across various scenarios. Whether switching between shared accounts, enforcing brand consistency, or customizing signatures for different users, the add-in ensures seamless integration within Outlook. Below are common use cases and the recommended settings to configure within the Opensense portal for optimal performance.
Automatic Signature Insertion
To ensure the signature is inserted automatically without user intervention:
Enable Automatic Signatures.
If using visual preview, also enable Visual Preview.
If using plaintext preview, enable Plaintext Preview.
Handling Multiple Signatures
If users need to switch between different signatures:
Enable Multiple Signatures.
Ensure signature assignment is properly configured for different user groups within Signature Assignment (old UI) or Routes (new UI).
Reference the multiple signatures article for further detail.
Managing Default Outlook Signatures
To remove native Outlook signatures:
Enable Remove Default Signatures.
User-Controlled Settings
For testing or allowing users to toggle signature behavior:
Enable User-Controlled Settings to expose two manual toggles:
Toggle 1: Remove Default Signature
Toggle 2: Insert Automatically
Domain-Based Signature Handling
To prevent a signature from appearing when sending from an unknown domain:
Enable Remove Signature for Unknown Domain.
Ensure that all necessary domains are listed under Internal Domains in the domain settings of the Opensense portal.
If you have multiple primary domains (e.g., Domain A and Domain B), each domain must be referenced in the other's domain settings. This ensures seamless email processing and prevents potential issues with domain recognition.
Persistent Signature Selections
To allow users to retain their selected signature when choosing between the plaintext block and the full visual preview:
Enable Allow Default Override.
Note: This configuration is rarely implemented, and currently, no customers have it enabled.
Inline Images
Supported across all 365 versions of Outlook:
Outlook for Windows (Classic and New Outlook)
Outlook for Mac
OWA
Outlook for iOS and Android
To enable inline images in Full Visual Preview:
Turn on Inline Images in the Opensense add-in domain settings.
Append
?inline=1to image URLs in the HTML signature code (e.g.,https://smart.customer.com/v2/imagebucket/customer.com/image_02_03.png?inline=1).
Inline images do not reference portal assets; inlining happens in real-time when inserting the signature.
Dynamic Fields
For signatures that adjust based on the recipient for full visual preview:
Enable Dynamic Fields for real-time changes.
Note: This setting conflicts with other add-ins like Hubspot Sales.
This setting is restricted to the last recipient added and may cause conflicts with other add-ins (Hubspot Sales for example). We strongly recommend avoiding its use unless no other option is available for the customer.
Editable Fields
To allow users to modify select fields in their signature:
Enable Editable Fields.
To only populate the fields that are relevant to the signature template they are using:
Enabled Signature Fields Only
Alias and Shared Inboxes
The behavior of signatures for alias and shared inboxes is controlled by the From Switching and Merge Fields settings.
From Switching OFF
The signature will always display the primary user's information, regardless of the selected email address.
Plaintext Block: If sending from a different account, locked fields on that account will prevent the primary user's data from appearing. To ensure the signature retains the primary user's details, the fields on the other account must be unlocked.
Full Visual Preview: The signature retains the primary user's details regardless of which account is selected, as the signature insertion happens client-side and does not rely on fields to be locked/unlocked.
Scenario: You want the primary user’s information to always appear in the signature, even when switching to a different account. When using a plaintext block, the other account must have unlocked fields to accept this data.
From Switching ON
When switching email accounts, the signature template updates to display the data associated with the selected account.
When a shared or alias account is selected, the primary user’s data will not be displayed. Instead, the system will reference the switched account and pull the available data from that account.
Scenario: You want the shared or alias account’s data to appear in the signature template, ensuring accuracy and no traces of personal details.
From Switching ON + Merge Fields ON
If the shared or alias account you are switching to does not have certain data fields, the primary user’s information will be used as a fallback to populate those fields in the signature.
If switching to another account that is missing fields entirely, the signature will still merge the primary user’s details for those missing fields.
Scenario: You switch to a shared or alias account that lacks certain data fields. Instead of leaving them blank, the signature fills in those fields with the primary user’s details. This applies to both plaintext block and full visual preview deployments.
From Switching ON + Merge Fields ON + Ignore Empty Fields ON
When switching accounts, the primary user’s data will populate only for fields that exist but are empty, while also merging fields that are entirely missing. For shared inboxes, the primary user’s name and title can appear, while the shared inbox email remains unchanged. To control how fields are applied, proper field locking and syncing settings are required.
For shared accounts like help@opensense.com, the primary user’s name and title can appear, while the email address reflects the shared inbox.
To ensure fields display correctly, unlock the fields you want merged in the shared account, break the sync on name/title, and clear existing values.
For values that should remain intact on that account, ensure those fields remain locked with the necessary data.
Scenario: You want a shared inbox’s signature to include the primary user’s name and title but retain the shared inbox email address.Signature Selection Behavior
To define priority and override behavior for multiple signatures:
Disable Allow Default Override (Multiple Signatures) if you want users to always reset to the priority template.
Enable it to allow users to retain their last selection.
Opensense Support
For further assistance, contact Opensense Support:
Email: help@opensense.com
Knowledge Base: help.opensense.com