Email Signature Rules [KB.E.1.2.4]
This article includes:
Signature Rules are used to support sending on behalf of many different people at once in a batch email deployment, and have the senders be dynamically defined based on the recipients of the email. A Rule can be used to map a specified field Value in a Contact record or Data Card to a specified Sender. For example, you could use the value of the City or State field to map to the reps for specific territories. You can also assign a default Sender if there is no territory assigned to a City or State Value.
When creating a Signature Rule, which is a mapping between a field value and a Sender, you are essentially making the following statement:
“When I send an Email Batch to a Segment, I want my Emails to look like they’re coming from different people so that they’re personalized for each recipient. Specifically, when an Email in a Batch is being sent to a person whose City is listed as “New York”, I want it to look like the Email was sent from “Active Salesuser.” Additionally, if the contact does not have a value in the 'City' field, or their value is not listed in the rule, then the email will be sent on behalf of "Advanced Marketing.". As displayed in this image:
- Navigate to Assets > Component Library > Signature Rule.
- Click the 'New' button in the top-right corner of the Signature Rule screen.
- Set parameters in the Signature Rule window.
- Rule Name - Provide a name for identifying the Rule on the Manage Signature Rules page.
- Key Contact Field… - Select a field from a Contact record in which the value can be used to identify the right Signature to use in an Email. For example, you could map specific Lead Ratings to Signatures for different Salespeople so that you can target specific types of Leads with the correct personnel.
- Key Data Card Field… - Select a field from a Data Card in which the value can be used to identify the right Signature to use in an Email (this value will be referenced when an Email is being delivered using Data Card rather than a Contact).
- Email Headers - The Email Headers include the following:
- Sender Display Name - The name of the sender shown to the recipient.
- Sender Display Address (“From”) - The email address from which the Email originated as shown to the recipient.
- Reply-To Display Name - The name of the person to whom to send replies to the Email shown to the recipient.
- Reply-To Address - The email address that recipients reply to as displayed to them.
If you select Personalize all email Headers when Rule is applied to a batch, then when you send a Batch Email with the Signature Rule applied, the dynamic sender information generated by the Signature Rule overrides all four of the settings on the Email Details page (to view this page, with the Email open for editing, go to Email > Email Details).
If you only want to override specific settings within this group, then click Show Advanced Options; the page expands to show the individual headers (as shown in the diagram above). Select the specific headers that you want to override according to the Signature Rule.
- Mapping - Map each Value for the specified field found in the Contact record or Data Card to an individual Sender. Click the button in the Sender field and find the sender (or create a new one) in the Search window. You must also set a Sender for cases where the field value is not recognized or is empty (a default Sender) . In addition, you can edit the details for a user selected in the picklist (Edit User).
You may add additional mappings as required by clicking the Add New Mapping button at the bottom of the table.
The Autofill Values option will look at all the Contacts in your database, and in particular, in the Contact field you have defined as the Key Contact Field (above), and the list all the different values it finds in order of the most frequent to least frequent appearance.
For instance, if you have defined the Salesperson field as the key contact field defining the sender of the email and you press the Autofill Values button, the system will bring back all the values currently listed in the Salesperson field of all your contacts. Then, you can simply assign a sender to match up with all those values.
- When you have set all the parameters for the Rule, click Save and Close.
Q: How do I define which Signatures go out in which Emails?
A: Before we talk about how you define what goes where, you need to understand the general architecture of Signatures. One of the most important concepts to understand is that there are really no such things as “Signatures” in the Eloqua system.
You will never create, manage or insert a thing called a “Signature”. A Signature is the combination of SENDER INFORMATION + A TEMPLATE THAT DEFINES HOW THAT INFORMATION SHOULD BE DISPLAYED IN AN EMAIL. Or, in Eloqua terms, a User + a Signature Layout.
So in short, you do not define what Signature goes out in which Email; instead, you decide:
Q: The available fields in the User Profiles don’t match up with what I need in my Signatures. For instance, I need to put 4 different phone numbers in my Signatures, but there are only 3 phone number fields in the User Profile. Can I add fields to the User Profile?
A: No, you cannot add User Profile fields like you can Contact fields and Email fields. We recommend that if you run into this problem, use another field (like “Personal Message”) for a purpose other than that indicated by its name. So if you need a 4th phone number, for example, enter it in the Personal Message field for each user and insert it into the layout that way.
If we are blatantly missing fields that you think most people will need to use, please let Eloqua’s support team know and they will pass the message along to Product Management so they may try to incorporate the additions into a future release.
Q: How do I make it so that the Sender Display Name is the same for all Email recipients, but the “From” address and Reply-to headers are dynamic? Or in other words, how can I apply a Signature Rule without affecting the Display Name?
A: Yes, you can split up all the Email headers and define them individually—the From Address, Reply-To, Display Name, etc.