Email signatures don’t have to be limited to templates or manual formatting. If you want something more dynamic, like conditional fields, custom layouts, or department-specific variations, you can now leverage generative AI tools to write signature code for you. And once you have that, Signature Manager can render it instantly.
Below is a simple, step-by-step guide to help admins create, customize, and preview AI-generated signature code inside Signature Manager.
Why Use Generative AI to Build a Signature?
Generative AI can write clean, structured HTML based on simple, natural-language instructions. That means:
- You don’t need to be a developer to build a professional, fully branded signature.
- You can generate complex logic (like showing the department automatically).
- You can instantly tweak or iterate by asking the AI to refine your design.
It’s the fastest way to create highly customized email signatures without hand-coding anything yourself.
Step 1: Ask Gemini to Generate Your Signature Code
Start by telling Gemini exactly what you want your signature to include. For example:
“Create an HTML email signature with my name, title, phone number, logo, and a dynamic field that displays the employee’s department using the variable {{ employee_department }}. Keep the layout clean and mobile-friendly.”
You can also request:
- A two-column design
- Social media icons
- Brand colors
- Optional sections that only appear if data exists (e.g., secondary phone number)
Tip: If your organization uses Signature Manager’s merge fields, include them in your prompt. For example:
- {{ employee_department }}
- {{ employee_job_title }}
- {{ employee_phone }}
Gemini will place them directly into the code for you.
Step 2: Copy the Generated Code
Once Gemini produces the HTML code:
- Review the layout.
- Ask Gemini to fix spacing, colors, or alignment if needed.
- Copy the final snippet—everything from <table> to </table> (or your preferred structure).
Most generative AI tools can refine until it looks exactly the way you want.
Step 3: Paste Your Code Into Signature Manager
Inside Signature Manager:
- Open the signature you want to edit.
- Switch to the HTML view or Code editor.
- Paste your AI-generated code directly into the editor.
- Save your changes.
Signature Manager will automatically render the code using your employees’ profile data, including fields like employee_department, job titles, and phone numbers.
Note: If a field is missing, Signature Manager simply leaves it blank or skips the section, depending on how your code is written.
Step 4: Preview the Signature Instantly
This is where Signature Manager shines: the Live Preview panel updates the moment you paste your code.
Users can:
- See how the signature looks with real sample data
- Check how the employee_department field appears when populated
- Confirm spacing, alignment, and branding before publishing
If something looks off, go back to your AI tool, ask for a refinement, and paste the updated code again. Most users can get a polished result in just a few iterations.
Step 5: Publish for Your Team
Once everything looks clean:
- Publish the signature to the appropriate Organizational Unit(s).
- Users will receive the updated signature automatically in Gmail, no manual copying or pasting needed.
This workflow combines the flexibility of custom-coded signatures with the simplicity of a centrally managed system.
Final Thoughts
Generative AI allows anyone, even non-designers, to create beautiful, fully custom HTML signatures. Combined with Signature Manager’s rendering and preview tools, it’s easier than ever to build and deploy highly personalized, on-brand signatures across your entire organization.
Anna Gutierrez