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Using custom fields in Signature 365

Problem

You wish to understand how to create and use a custom field within Signature 365.

Solution

Custom fields in Signature 365 can be used to create a field for a user that cannot be imported from Microsoft 365.

This can also be used to allow your staff to update a field within Signature 365 without requiring administrative permissions.

Information

Custom fields cannot be syncronised from Signature 365 to Microsoft 365. Integration is one way from Microsoft 365 to Signature 365

This feature can be used in a number of ways, for example displaying user pronouns or giving staff the option to display a specific field.

To create a new field, log in to Signature 365 and select the Fields option from the menu.

The Fields screen lists all imported fields from your Microsoft 365 tenant. The names of these cannot be changed.

To add a new field, click the Add button in the top right hand corner.

The create field screen will be displayed. Name the new field as desired, the Token field will be generated based on the name entered, this can be changed if desired.

The Token field will define how you refer to the new field in a signature template, and will be named {{TokenName}}.

The Type field defines what type of data can be entered. Options are:

  • Date - a date picker
  • List - a defined list of options that can be chosen from
  • Number - allows only number input
  • Text - a free text field
  • Yes/No

The options below select the type of user that is able to edit this field. Administrators can edit this field using the Signature 365 console.

Allowing users to edit the field will allow this using the Details tab from the Signature 365 Outlook add-in.

Once created, you can insert the new field in to a signature template using the same process as standard fields. Custom fields will be listed in the User defined fields section of the field picker.

Pronouns

You can allow users the ability to set their pronouns by using a custom field by completing the following steps.

Create a Custom Field with the following details:

Insert the token from the above screenshot in the signature template where you would like this field to be displayed. In this example we have wrapped this in a conditional statement.

{{if Pronoun}} ({{Pronoun}}) {{end}}

From the user's perspective they now have access to change this field from the Outlook add-in as detailed in the main article above.

 

Allowing users the ability to display specific information

In this example, we will demonstrate allowing users to toggle if they wish their mobile number to be displayed in a signature. The concept is the same for any field.

Go to Fields > Add to create a new field with the following configuration options.

The next step is to update the signature template to include this field where the mobile number should be displayed. For this example the mobile number should be displayed if both Mobile has a value and DisplayMobile is true so the conditional statement we will want to use is:

{{if Mobile && DisplayMobile}} M: {{mobile}}
{{end}}

From the user's perspective they now have access to change this toggle from the Outlook add-in as detailed in the main article above and the signature template will only display the mobile when DisplayMobile is set to yes and the mobile field has a value.

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