Email Tips & Tricks: Dynamic Signatures

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Ever find yourself sending the same email over and over – pasting the message from a previous email into another? Maybe it’s a standard response to pricing inquiries or a “thanks for becoming a customer” email. This is exactly the business process that Conga Email Templates were designed to automate – and as a bonus they enable you to standardize email messages across the team.

Today’s tip is on creating dynamic email signatures so that any user can send the same email template in one-click. Let’s dive in!

Composer automatically retrieves all the fields for the User object so there’s no need to build additional reports or queries for this solution. Hopping into Template Builder, I can quickly grab the fields I need for the signature and paste them into my Conga Email Template.

Conga-Template-Builder-for-email-merge-fields

In a new Conga Email Template I can paste the merge fields and add a bit of simple formatting (use the Advanced Editor to change fonts, colors, etc.): .

Conga-Email-Template-Dynamic-Signature

When I run Composer to generate the email, it populates the field with my information.

Conga-Email-Template-Merged-Signature

This is great, but what if you want a different signature for different teams? This is the problem we ran into for our own email signatures. We wanted to include our technical support line in the signature, but it’s different in our three regions.

Conga-Email-Template-Dynamic-Region-Signature

The answer was simple – create a formula field on the User object for local support number that would return the proper phone number and use that as our merge field in the Conga Email Template. Here’s the formula we used:

CASE(Region__c,
“Americas”, “+1 (866) 502-3334 toll free | +1 (303) 465-1616”,
“APAC”, “+61 2 8417 2399”,
“EMEA”, “+44 (0) 203 608 0165”,
“Americas: +1 (303) 465-1616 | EMEA: +44 (0) 203 608 0165 | APAC: +61 2 8417 2399”)

Our formula uses a custom picklist field called “Region” to guarantee each user has a value that will evaluate properly in the formula. However, if you could also use the standard Division field. If certain departments need different information in their signatures you could create a similar formula using the Department field.

Want more tips on using Conga Email Templates to standardize your company communications? Let me know in the comments below!

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