BulkSignature streamlines how you create and manage email signatures across your entire organization. You can manage employee information directly within the platform or sync it automatically from Google Workspace.
There are three ways to manage your employee data, all of which are covered in this guide:
Google Workspace Sync: Pull user data directly from your Google Admin console. Changes made in Google Workspace will automatically update in BulkSignature.
User Update from BulkSignature and CSV Import: Best for bulk manual updates. Simply upload a CSV file containing your employee information.
Hybrid Sync: Combine both methods by pulling core data from Google Workspace and adding supplementary details directly within BulkSignature.
How does data get imported from Google Admin console?
BulkSignature imports user information from the Google Admin console, allowing it to be used in signatures.
With the information gathered from your Google Workspace, you can choose the specific details you want to include in the signatures.
BulkSignature allows you to automatically incorporate personalized parameters like {Job Title}, {Department}, and more.
This feature eliminates the need for manual data entry.
How to Perform CSV Bulk Update in the Google Admin Console
Storing all the necessary information in the Google Admin Console allows the BulkSignature app to automatically synchronize updates within 24 hours.
This approach offers several advantages, such as scalability and centralized data storage, which can simplify training for new staff who are already familiar with Google Workspace.
To import data into the Google directory, follow the steps:
Open Google Admin console.
Go to Directory > Users.
At the top, click Bulk update users.
Download the user-info CSV or the blank CSV template.
Fill in your users’ information.
Upload the CSV by clicking Attach CSV file.
Alternatively, you can capture users' details by creating Google Forms OR you can export all the information in CSV format from your HR Software.
You can then import the required fields into Google Workspace in CSV format.
How to update employee details on Google Admin Console?
Log in to admin.google.com.
Go to Directory > Users.
Click on the Name of the employee you want to update.
In the User Information section, click the Pencil Icon to edit details like phone numbers, job titles, departments, and manager info.
Click Save at the bottom.
Entering data directly into BulkSignature
BulkSignature allows you to enter the data from within the application.
The app initially imports all fields from Google Workspace, however, later you can decide to do a data entry of the staff-related fields from BulkSignature. To do that you need to:
Go to Company Data → Company Users
2. Click the user you want to update.
3. Enter the required information.
(NOTE: Use Custom Fields to add information not available in Google Admin Console)
4. Scroll down and click Save when done.
NOTE: To see if the data is coming from Google Admin console, you can look at the first icon. Lock icon means data is entered from BulkSignature, unlock icons means it is coming from Google Admin console
You should also know that if you edit one field in BulkSignature, there might be a conflict with the data coming from Google Workspace.
In that case, the BulkSignature update will override the Google Workspace sync and it will be visible with a lock icon in front.
How can my employees input their data into BulkSignature?
BulkSignature allows the users from your organization to enter their information. To do that you need to do the following:
Share the following URL with the users in your organization: https://user.bulksignature.com/login
To log in your users should use their corporate Google Accounts.
From this page, they can enter such data details as Job title, Department, Phone number, etc.
Photo link: https://cdn.bulksignature.com/images/4098/fm0Y4p323m1tE4NinEo4Dh5hdBE0ssKAaES4vHhZ.png
User portal link also allows your users to correct some parts of their signature.Furthermore, you can instruct them to fill out their custom fields accordingly.
How to perform Bulk User Data Update from within the BulkSignature app?If you need to update the information for multiple users, uploading them in CSV format might be a good option for you.
NOTE:
DOWNLOAD USER INFO IN CSV FILE - this option will download all your existing users and their information in a CSV file. You can then use this file to fill in the blank fields and import it.DOWNLOAD BLANK CSV TEMPLATE find out the names of the columns. You will need to provide the correct email address that match the data exported from the Google Admin console.
Access the BulkSignature application.
Go to Company Data.
In the top right corner of the users list locate the Bulk Update Users button.
Download user info in a CSV file/Blank CSV template by clicking on the corresponding button.
Choose one of the options before importing the actual CSV file.
You will need to fill out the info based on the template downloaded above. We don't accept other CSV formats.
Your file should be in the CSV file we provided to you above.
Open the downloaded CSV file in a spreadsheet application, such as Google Sheets or Microsoft Excel.
5. Fill out the CSV file. For each user you want to add, enter the following information in these columns in the spreadsheet:
✓ Email — this information is required. This is the unique identifier for each user. Make sure that the email written is correct. It will already be provided if you are downloading user info from CSV file
✓ First Name — this information will already be provided if you are downloading user info from CSV file
✓ Last Name — this information will already be provided if you are downloading user info from CSV file
✓ Job Title — Maximum 250 characters
✓ Department — Maximum 250 characters
✓ Address (Home) — Maximum 500 characters
✓ Address (Work) — Maximum 500 characters
✓ Phone (Work) — Maximum 500 characters
✓ Phone (Mobile) — Maximum 100 character
✓ Phone (Home) — Maximum 100 characters
✓ Custom Field #1 — Maximum 250 characters
✓ Custom Field #2 — Maximum 250 characters
✓ Custom Field #3 — Maximum 250 characters
✓ Custom Field #4 — Maximum 250 characters
✓ Custom Field #5 — Maximum 1000 characters
Make sure your spreadsheet matches the format shown below:
6. After filling the spreadsheet, save it as a CSV file (.csv). The maximum CSV file size is 35 MB, and the maximum number of records per file is 150,000.
7. Upload it back to the system.
8. Click Update users.
↪If there's an error, enter the missing information in your spreadsheet and upload the file again.
↪If you upload many records at once, you may need to wait a few minutes before your data appears.
If you see errors it could be one of the following:
Wrong number of columns or specific columns is missing. This might happen if you merge cells together. The CSV format will have a broken order of columns and rows if you merge cells.
Required field (email) is missing. Email is a required field in our CSV file. If it is missing, the error will occur.
Your file is in the wrong format (the order of columns and rows are broken).
You exceeded the maximum number of characters.
If you have trouble updating user info, feel free to reach out to us through live chat or email at [email protected]