How to configure system, personal and request type signatures in SuperOffice?

Signatures in SuperOffice can be configured in three different areas:

1. System signatures (for e-mail and requests)

2. Personal signatures (for e-mail and requests)

3. Request type signatures (via reply templates)

How a signature is applied depends on where it is configured and whether a personal signature exists.

 

System signatures

There are two types of system signatures - e-mail and request signatures. An administrator configures system signatures, and it applies to all users who do not have a personal signature set. Please note that the option to edit system signatures is only available to administrators.

Please follow the steps to set the system signatures below:

1. Click on , and then the Edit system signature option.
   
   
    
2. Edit a default e-mail signature and click on the Save button.
   
   
   
   Such signatures are used for all users for normal e-mails (excluding requests). They are applied only if the user does not have a personal e-mail signature.
   
   Variables for e-mail signature must be written in curly brackets. You can find all the sender's variables here, or you can add the variables by clicking on the icon.
    
3. Request signature is used for all users replying in requests if they don’t have a personal signature, or the request type excludes signatures.
   
   You can find the variables for the request signature here, or you can add the variables by clicking on the  icon. 

Please note that these variables will not work for automated replies sent by the system, because such replies are not linked to a user.

 

Personal signature

Each user can configure personal signatures separately for e-mail and requests. Please note that personal signatures always override system signatures. Please follow the steps to add a personal signature below:

1. Click on , and then the Edit personal signature option.
   
   
    
2. Personal e-mail signature will be used for normal e-mail templates (this means that it will not be used for meeting invitations, privacy confirmations, quote confirmations, and order confirmations). If a personal e-mail signature exists, it is used. If not, the system e-mail signature is used instead. 
   
   Variables for e-mail signature must be written in curly brackets. You can find all the sender's variables here, or you can add the variables by clicking on the icon.
   
   
   
   
3. Personal request signature is used when replying to requests. If a personal request signature exists, it is used. If not, the system request signature is used instead. 
   
   You can find the variables for the request signature here, or you can add the variables by clicking on the  icon.
   
   

 

Request type signatures

Request type signatures are configured separately using Reply Templates in SuperOffice Service.

If a request type is configured to exclude signatures:

• No personal signature will be used.

• No system signature will be used.

Instead, the signature must be included directly in the selected Reply Template.

To configure a request type signature, please follow the steps below:

1. Create or edit a Reply Template in the Knowledge Base (KB). You can find more information on how to create a reply template here.
    
2. Optionally, you can create folders for signatures for better organization (for example, per team or for signature management).
    
3. If needed, set a default language for the reply template (for example, English).
    
4. Requirements:

• The signature must be written in HTML.
• Service variables can be used. You can find all the service variables here. You can also use the List all variables to see available variables. An example: Hello [[user.firstname]].
  
  

When changing the request type, the signature follows the customer’s preferred language defined in the contact card.

This is how changing the request type changes the signature.

Request type: call

Request type: request

 

More information

Docs: Edit signatures