Summary
Learn how to create and manage email signatures in Inspection Manager to keep your emails consistent and on-brand.
This article covers:
About email signatures
Email signatures let you add consistent contact and branding information to emails created in Inspection Manager. You can build signatures using a template layout, merge fields, and uploaded elements such as logos.
Create an email signature
Use the Signatures screen to view and create signatures.
Go to: Settings
Select Signatures
Select Add New
Start by selecting how the signature should look, then continue through the setup wizard.
Select a signature template layout (for example, logo left with text right, logo above text, text above logo)
Select Next
Select how many lines of text you want in your signature
Select Next
Tip: Choose the number of lines based on the information you need to display, such as name, role, phone, and office address.
After you choose a layout and number of lines, configure the signature settings before editing the content.
Enter a template name
Select the Font (Font Family)
Select the Line Spacing
(Optional) Select Make this our default signature template
Note: Setting a default signature template helps standardise outgoing emails for the office.
Use the editor to customise the signature content and branding. The editor area includes options for merge fields and reusable assets.
Click in the signature editor where you want to add content
Add contact and office details using Mail Merge fields (for example, inspector name, mobile, email, office details)
Reuse existing assets from Currently Stored Elements (for example, previously uploaded logos)
To add new images, use Upload elements and select Choose file, or drag and drop an image
Apply brand colours using Your Colour Palette
Tip: Use merge fields for staff details so the signature updates automatically where the system stores contact values.
Preview the signature
Preview helps you confirm spacing and alignment before saving.
Select Preview Signature
Review the signature in the pop-up window
Close the pop-up window when finished
Change the signature layout (Change Layout)
Use Change Layout to restart the layout selection process. This action does not keep unsaved layout changes.
Select Change Layout
In the Layout Change window, review the message stating that changes will not be saved
Select one of the following:
Cancel to stay in the editor
OK to return to the signature template selector screen and restart the layout selection process
Note: Selecting OK returns you to the template selector and restarts the process.
Save and confirm the signature
Save your signature so it's available for use.
Select Save
Return to Settings > Signatures and confirm the signature appears in the list
If needed, set the office default signature using Change default office signature
Manage existing signatures (edit, delete, and defaults)
This section helps users keep signatures consistent, up to date, and easy to maintain across the office.
To edit a signature - Open Settings > Signatures, select the signature from the list, update the content in the editor, then select Save
To delete a signature - In the Signatures list, use the delete option on the signature tile (where available), then confirm the deletion
To update the default office signature - Select Change default office signature, choose the signature you want to set as the default, then save your changes
Tip: Keep one approved “gold standard” office signature and update it when branding or contact details change to reduce inconsistencies.