How can I auto-fill my teammates' email signature information?

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.

1. Data sources

External 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.

You can sync the following platforms with Scribe as external data sources to auto-fill your teammates' signatures:

• Bamboo HR

• Okta

• Rippling

• Payfit

• HiBob

• Pingboard

• Outreach

• Charthop

• Calendly

If a platform you would like to use is missing, send us a message through our chat to see if we can integrate it.

Internal 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.

How does it work?

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

2. Custom attribute

By default, Scribe lists 5 attributes:

• First name

• Last name

• Job title

• Work phone number

• Mobile phone number

You can also create custom attributes to include any information you desire in your signature templates.

1. Create a new attribute

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.

1. Select a source for the data

Choose where Scribe should retrieve the link for each calendar, whether from an external (synced) source or an internal (manual) one.

1. Match the information

Match the correct field in your data source with the custom attribute you've just set up.

3. Fix 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.

Change data source

How does it work?

You can assign a different data source for each of your attributes. Until you sync an external data source, such as your email provider or HR system, Scribe will be the default data source.

To change the data source for an attribute go through the following steps:

1. Go to "Auto-fill signatures"

1. Click on the pen icon at the end of each attribute row.

1. Click on the data source drop-down, then connect or select another source. You have the choice of automated sources, where the data is synced with Scribe from an external source, or you can choose the manual option, which will make Scribe the data source for your attribute.

1. Once you're done, click on 'Save' and then refresh the Auto-fill signature page to check the completion rate of your attribute and ensure no data is missing. If data is missing, make sure to add it either in your external data source or directly in Scribe.