Signature Template

The signature template defines the automatic email signature that primedocs inserts in Outlook (New). It contains profile data (name, function, phone, email, organisation details) and can embed optional campaign fields.

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Creating a Template

1. In primedocs Desktop, click «New Template» and select «Signature» (Microsoft Outlook category).
2. In the template editor, click «Editor».
3. Select the document language from the drop-down menu.
4. Prepare the signature content in Outlook (New).
5. Generate the HTML using the primedocs Add-In (Templating menu) and paste it into the «HTML Content» field.
6. Use the {{FieldName}} syntax for dynamic profile data.
7. Fill in the «Plain text content» field below the HTML editor — most easily via the «Extract plain text from HTML» button.
8. Save and test the template.

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Example

<div style="font-family: 'Segoe UI', sans-serif; font-size: 10pt;">
  Freundliche Grüsse<br/>
  {{Profile.User.FirstName}} {{Profile.User.LastName}}<br/>
  <br/>
  <b>{{Profile.User.FirstName}} {{Profile.User.LastName}}</b><br/>
  {{Profile.User.Function}}<br/>
  {{Profile.User.Phone}} (Direkt)<br/>
  <a href="mailto:{{Profile.User.Email}}">{{Profile.User.Email}}</a><br/>
  <br/>
  {{Profile.Org.Title}}<br/>
  {{Profile.Org.Postal.Street}}<br/>
  {{Profile.Org.Postal.Zip}} {{Profile.Org.Postal.City}}
</div>

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Plain Text Content

Besides the HTML content, a signature template holds its own plain text content. It sits below the HTML editor in the template editor and is used when the email is composed in «Plain text» format — see Default Signature in Plain-Text Emails. The «Extract plain text from HTML» button takes the text over from the HTML content.

If the field is left empty, the plain text is derived from the HTML content at generation time. Maintaining a dedicated plain text pays off wherever that derivation does not produce a usable result — for example with table-based signature layouts or with content that only exists inside an image.

Generation fails when both contents are missing

If the template holds neither HTML content nor plain text content, generation fails with an error.

Images in plain-text emails

Embedded images are omitted from plain-text emails so that they do not appear as loose attachments. Signatures carrying essential information only in an image (a logo with the address, a campaign banner) need a text equivalent in the plain text content.

A separate plain-text signature template is not required, and the organisational unit's signature rules need no additional setting for this.

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Embedding Campaigns

To enable campaign fields in the signature, add the CampaignFields document function and define named campaign placeholders. These are populated at runtime by the campaign template that is currently active.