How to auto-fill your teammates' email signature information?

What are attributes?

To save you a lot of time and avoid asking your teammates for input when creating their signatures, we've introduced what we call attributes. Attributes help auto-fill your teammates' signature information using either external or internal data sources.

You can find the Attribute section by clicking on the teammate's tab and then "Attributes"

Attribute information overview

• Attribute Name: Unique identifier for the attribute

• Data Source: Origin of the attribute's data

• Completion: Percentage of teammates with populated data for this attribute

• Actions: Options to edit, delete, or fill in missing data

Note

Each attribute can only have one data source, which applies to all teammates. For example, if the "first name" attribute uses Google Workspace as its source, this data source will apply to all teammates.

Rest assured, Scribe is SOC2 Type II compliant ensuring the safety of your data.

Attribute input location

Attributes are added in signature templates to define unique values for each teammate. When you add an attribute, Scribe pulls the corresponding data from either:

• External sources:

  • Email provider

  • HR system

• Internal source:

  • Scribe database

FIrst name attribute example

External data sources

An attribute is orange when the data comes from an external source.

Your teammates' signature information is auto-filled from this source. If any information is missing, you'll need to update it directly at that source.

Internal data source

An attribute is grey when it uses Scribe as its data source.

You'll need to manually enter your teammates' information on their profile page or upload a CSV to complete their signatures.

Create attribute

You can create attributes on top of the one you sync from your email provider or HR system to include any information you desire in your signature templates. For example, create an attribute named “Book a Demo” for your sales team. This way, each member automatically receives the appropriate calendar link associated with their signature.

How does it work

1

Click on the teammates tab then click on Attribute

2

Click on "Create attribute"

3

Input an Attribute name

The attribute name needs to be between 3 and 25 characters

4

Select a data source to sync with Scribe for that attribute

5

Click "Save"

The attribute will be added to your attribute list.

Edit attribute

1

Click on the teammates tab then click on Attribute

2

Click on the "..." icon then click on "edit attribute"

3

Change the source of the attribute by selecting another source

Fill missing data

To rectify missing data, you have four options, depending on whether the information originates from an external source (like an email provider or third-party tool) or an internal source (Scribe):

External sources options

1. Update your email provider. Modify your teammates' details in your email provider to keep their signature information current.

2. Enrich information with an external source

3. Fill in any gaps by linking to a third-party source where your teammates' data is accurate.

Internal sources options

1. Upload a CSV containing your teammates' missing details. Remember, this data will be static, not dynamic. This means you'll need to re-upload the CSV if changes are required.

2. Invite your teammates. Your teammates will receive an invitation to join your Scribe workspace and adjust their signature with personal details. They'll only see their signature and won't access the rest of your workspace. However, this approach may reduce Scribe's automation efficiency. The more individuals are part of the setup, the harder it might be to maintain brand consistency.