Email Signature

What the Email Signature page does

The Email Signature page lets you define one company-wide footer that is automatically added to the bottom of your outgoing emails. Instead of writing the same closing into every notification, you set it once here and it is appended platform-wide to all outgoing mail. The page heading reads Email Signature with the subtitle Global signature appended to all outgoing emails.

How to open it

This page is part of the email tools in your admin panel, alongside Email Templates and Email Logs. Open it by browsing to the Email Signature page at the address path /emails/signature. You need administrator access to view and edit it.

Setting up your signature step by step

1. Turn the signature on. Near the top of the page is the Enable Signature card with the note "When enabled, this signature will be appended to all emails." Click the toggle on the right so it shows the green, switched-on state. While it is off, your saved content is kept but no footer is added to outgoing mail.
2. Write the HTML version. Use the rich-text editor in the middle of the page to compose the signature you want recipients to see. Type your closing, company name, and any links. The empty editor shows the prompt "Enter your email signature..."
3. Add a plain-text version. Scroll to the Plain Text Version box and type a simple text-only equivalent (see the dedicated section below).
4. Save. Click the Save Signature button at the top right. While it saves, the button reads Saving..., and a green "Signature saved successfully" banner confirms the change. If something goes wrong, a red "Failed to save signature" banner appears instead.

Saving stores both the HTML and the plain-text versions together in a single click. There is no separate save for each box.

The rich-text editor (Visual, Source, Preview)

The editor has three view tabs in its top-right corner. Switch between them at any time without losing your work:

Visual

A what-you-see-is-what-you-get editor. Format text using the toolbar without touching any code. This is the default view.

Source

A raw HTML view. Switch here to paste in HTML you exported from another tool, or to fine-tune the markup directly. The formatting toolbar buttons are greyed out in this view because you are editing code, not styled text.

Preview

A read-only render that shows roughly how the signature will look in a recipient's inbox.

In the Visual view, the toolbar offers a focused set of formatting controls. Each button shows its name on hover:

Button	What it does
Bold	Makes the selected text bold.
Italic	Italicizes the selected text.
Underline	Underlines the selected text.
Link	Prompts for a URL and turns the selection into a clickable link.
Image	Prompts for an image URL and inserts the image inline.
Bullet List	Starts an unordered (bulleted) list.
Ordered List	Starts a numbered list.
Undo / Redo	Step backward or forward through your recent edits.

The Image button expects a URL to an image that is already hosted somewhere public. Use a stable, permanent web address, such as your company logo URL, so the image keeps loading in recipients' inboxes over time.

Plain Text Version

Below the editor is the Plain Text Version box, described on the page as "Used for plain text emails and email clients that don't support HTML." It is a simple multi-line text field (placeholder "Enter plain text signature...") with no formatting. Type a clean, text-only equivalent of your signature here, for example your company name, website, and contact email on separate lines.

Always fill this in. Some mail clients and corporate filters strip HTML and fall back to the plain-text part of an email. If you leave this box empty, those recipients may see no signature at all.

Reference: fields and controls

Control	Location	Purpose
Enable Signature	Top card, toggle on the right	Turns the global footer on or off without deleting the saved content.
Rich-text editor	Center of the page	Composes the HTML signature; offers Visual, Source, and Preview tabs.
Plain Text Version	Below the editor	Text-only fallback for clients that don't render HTML.
Save Signature	Top right	Commits the HTML and plain-text versions together.
Sample Signature Template	Bottom of the page	A ready-made example you can copy as a starting point.

Sample Signature Template

At the bottom of the page, a highlighted Sample Signature Template box shows a ready-made example you can copy as a starting point. It demonstrates a tidy, email-safe layout (a "Best regards" closing, a company line, and a small website-and-email footer) and uses placeholder tokens that are filled in with your company details when emails are sent:

• {{company_name}} — your company name
• {{company_website}} — your website address
• {{company_email}} — your contact email

Copy the sample into the editor's Source view, adjust the wording, then switch to Preview to check the result before saving. The tokens stay as-is in the editor and are replaced with real values at send time.

Tips and gotchas

• One signature, everywhere. This is a single global footer applied across your outgoing email. It is separate from the per-administrator signatures used on ticket replies, which are managed under Settings.
• Keep it email-safe. Email clients are stricter than web browsers. Favor simple layouts, inline image URLs, and modest styling so your signature renders consistently across inboxes.
• Preview before you save. The Preview tab is the quickest way to catch a broken link, a missing image, or unwanted spacing.
• Turning it off is non-destructive. Switching the Enable Signature toggle off simply stops appending the footer; your saved HTML and plain text remain intact for when you switch it back on.

Related

Email Templates · Email Logs · Settings