Context

When managing multiple mailboxes in Unify, it's important to understand how email signatures are assigned and managed to ensure the correct signature appears on outgoing emails.

Answer

The email signature used for a Unify mailbox is determined by the user assigned to that mailbox. The system follows these rules:

Unify provides two signature management options:

Individual User Signatures: Each user configures their own signature at the profile level (described below).

Organization-Level Managed Signatures: Organizations can set up standardized signature templates that dynamically construct signatures based on user profile information.

• The signature is linked to the assigned user's profile in Unify (managed at the user level in settings), not the mailbox address itself

• When a mailbox is assigned to a specific user, it will use that user's signature for all outgoing emails

• This includes both manual emails and automated emails sent from the mailbox

• Users must have active Unify accounts before mailboxes can be assigned to them

• Each user has one signature that applies to all mailboxes assigned to them - you cannot configure different signatures for different email addresses

For example:

• If mailbox support@company.com is assigned to user john@company.com, all emails sent from that mailbox will use John's signature

Integration with External Systems: Unify does not automatically import signatures from external platforms like HubSpot or other CRM systems. If you want to use signatures from these systems, you must manually copy and paste the signature HTML into your Unify user profile. Note that synced emails in HubSpot may appear as if they were sent by the contact's assigned rep, even though the actual send uses the Unify mailbox's assigned user.

Important: To ensure correct signature usage, make sure to:

• Maintain 1:1 relationships between mailboxes and their actual owners

• Avoid assigning mailboxes to users who aren't the actual owners to prevent incorrect signatures

• Ensure all users have created their own signatures in their profile settings – signatures cannot be set up by other users or admins

Signature Configuration Options

1. Go to your user profile at https://app.unifygtm.com/dashboard/settings/my-profile

2. Locate the signature settings section

3. Update your signature as needed
   
   Note: Signatures cannot be updated in bulk.

• Signatures cannot be updated in bulk and must be configured by each individual user

• Images are not supported in signatures

• Admins cannot set up signatures for other users – each user must configure their own

For Organization‑Level Managed Signatures: If you have the necessary permissions, you can set up standardized signature templates at https://app.unifygtm.com/dashboard/settings/organization/general. These templates dynamically construct signatures based on user profile information.

Troubleshooting Email Signature and Sender Name Issues

Diagnosing Signature/Sender Name Mismatches

• If you notice incorrect sender names in custom fields or signatures, check Settings > Deliverability > Mailboxes to verify the assigned user matches the intended sender

• Reassign the mailbox to the correct user if there's a mismatch (the intended sender must be a user in Unify)

• Remember that custom fields like “sender first name” will display the assigned user's name, not the mailbox address name

• Use sender variables like {{sender_first_name}} and {{sender_last_name}} in sequences and templates instead of hardcoded names to ensure the correct sender name appears automatically based on the assigned user

Enhanced Configuration Navigation

• To verify mailbox assignments: Go to Settings > Deliverability > Mailboxes

• To update your signature: Visit your user profile at https://app.unifygtm.com/dashboard/settings/my-profile

Profile Pictures for Unify Mailboxes

Profile pictures follow the same pattern as signatures and are automatically applied to all your assigned mailboxes.

How Profile Pictures Work

• Profile pictures are linked to your user profile, not individual mailbox addresses

• When you upload a profile picture to your user profile, it automatically applies to all mailboxes assigned to you

• Like signatures, you cannot set different profile pictures for different email addresses – one profile picture applies to all your mailboxes

Setting Up Your Profile Picture

1. Go to your user profile at https://app.unifygtm.com/dashboard/settings/my-profile

2. Locate the profile picture upload area (near the signature settings section)

3. Upload your desired profile picture – it will automatically apply to all your assigned mailboxes

Note: Profile pictures and signatures work together to provide complete email personalization for all your Unify mailboxes from a single profile configuration.