Signature Manager for Gmail

This guide explains the different methods available for applying your signature templates to users within your organization. The assignment system is designed to be flexible and mirrors the structure of Google Workspace for ease of use.

Q1: What are the different ways I can assign a signature?

Once your template is designed, you have four main options for assigning it to users:

To All Users: Applies a single, standard signature to everyone in your organization.
To Individual Users: Assigns a signature to one or more specific user accounts.
To Google Groups: Assigns a signature to all members of a specific Google Group (distribution list).
To Organizational Units (OUs): Assigns a signature to all users within a specific OU from your Google Workspace.

Q2: How do I assign a signature to “All Users”?

This is the quickest way to roll out a standard signature across your entire company. Simply select the option to Apply signatures to all users.

Important Note: If you use this option, this universal signature may overwrite more specific signatures you’ve assigned to individuals or groups. This is especially true if the “24-hour enforcement” feature is active, which periodically reapplies signatures to maintain consistency.

Q3: How do I assign a signature to specific individuals or Google Groups?

This provides more targeted control over who gets which signature.

For Individual Users:

1. Choose the option to assign to individuals.
2. Use the input field to search for and select user accounts from a dropdown list of everyone in your organization.
3. You can select as many individual users as you need.
For Google Groups:

1. Choose the option to assign by Google Groups.
2. Select the desired group (e.g., “Marketing,” “Human Resources”) from the list.
3. The signature will be applied to every user who is a member of that selected group.

Q4: Can I assign signatures based on my Google Workspace Organizational Units (OUs)?

Yes. This method aligns with the administrative structure you already have in Google Workspace.

1. Choose the option to assign by Organizational Units.
2. Select the desired OU from the dropdown menu, which will mirror your Google Workspace OU structure.
3. The signature will be applied to all users within that OU.

Q5: What happens if a user is in both a Group and an OU with different signatures?

This can create a conflict. If a user belongs to a Google Group and an Organizational Unit, and each has a different signature template assigned to it, one signature will overwrite the other. It is crucial to plan your assignment strategy carefully to prevent these overlaps and ensure users receive the correct signature.

Q6: My company has multiple domains. Will the assignment still work?

Yes. The application might display your primary domain during the setup process, but the signature assignment feature will function correctly for all verified domains in your Google Workspace account, including any secondary domains you have con