There are three types of email signatures in BulkSignature for Microsoft 365 Each user can be assigned only one signature. If a user is associated with multiple types, the system will apply the one with the highest priority.
What is a User-Specific Signature?
User-Specific Signatures allow you to assign a personalized email signature to an individual user. This signature type holds the highest priority in the system. If a user is assigned multiple signature types, the User-Specific Signature will override all others.
What is a Group Signature?
In BulkSignature, administrators can assign custom email signature templates to members of specific Microsoft 365 Groups or Distribution Lists. Unlike user-specific signatures, Group Signatures are automated, meaning the platform will automatically detect when users are added to or removed from a group, applying or removing the signature accordingly. To ensure accurate assignment, navigate to Settings → General Settings and activate both Active Signature and Automated User Import. Group Signatures carry the second-highest priority level among signature types. If a user is assigned multiple signature types, the Group Signature will override all others except User-specific Signatures.
What is a Global Signature?
Global Signature is the primary signature type that applies a standard template across all users in your organization. Please note that only one Global Signature can be created per account, and once applied, this action is not reversible. Users assigned a Global Signature are considered licensed and cannot be removed from the Company Data tab. If the Global Signature was created in error and needs to be deleted, please contact our support team via live chat or email, and we will assist with the removal. To avoid licensing complications, we recommend reviewing and excluding any unnecessary users from the Company Data tab prior to deploying a Global Signature. Global Signatures have the lowest assignment priority, meaning they are applied only when no other signature types are assigned to a user.
What you need to do if you add new users to your organization
When new users are added to your Microsoft 365 you should do the following:
Update Company Data
Log into the BulkSignature app.
Go to Company Data in the left-hand menu.
Click the Import Now button. This will pull the new user's information (name, title, etc.) directly from your Microsoft 365
User-Specific Signature require a manual user-adding process:
Go to Signature Management
Find the specific User-Specific Signature you want to edit.
Click Edit.
Go to the Assign tab.
Click Add User.
Search for the new Microsoft 365 user by their name or email.
Select them and click Add Selected Users.
Click Save and Sync to finish.
The Import Now functionality allows you to transfer information about new users and update it on BulkSignature's end.
NOTE: The user can have ONE Global Signature and ONE User-Specific Signature If you want to assign another user-specific signature to a user, you need to delete the existing one first.