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Personalize emails using Signature Rule and Signature Layout

40793514079351 Posts: 1
edited November 2019 in Social Groups

Background: I am marketing automation director from a marketing agency; working for a client (a global networking technology company) and completing the B2B luminary course to explore features available in Eloqua to help our client promote their products and services and automate marketing communications.

Objective: Reach out to top 100 accounts immediately to close deals by the end of quarter.

Goal: Personalize content and provide deals to set of audiences shared by the Sales team.

The Challenge: Sales team wanted to send personalized emails to top 100 accounts. Each account manager had engage account. However, this is a tedious job if each Sales Account Manager has to send personalized emails to contacts from 100 different accounts. It could easily take several days to complete this activity.

Solution & Implementation:

Signature Rules: Using Signature rules, emails can be sent on behalf of many different people at once in a batch email deployment. The senders are dynamically defined based on the recipients of the message. Rules link a specific sender to a contact based on the field values in that contact's record or custom object. Click here to know more.

Signature layouts: Signatures layouts are templates for automatically inserting Oracle Eloqua sender information into emails. You can create a standard signature layout that defines how signatures should look and what information they should contain. This allows you to maintain consistency in corporate branding, and it makes it easier to generate signatures for a large number of employees. A single signature layout can be created which then dynamically pulls in the details of the sender. Click here to know more.

  • Signature Rules
    • There are four key fields which can be utilized:
      • Sender Display
      • Sender Display Address
      • Reply-to Display Name
      • Reply-to-Address

  • Signature Layouts

Step 1: Creating Signature Rules: Setting-up a Signature Rule:

  1. Path: Eloqua > Assets > Email Setup > Signature Rules
  2. Click New  in the top right corner
  3. Add the name and use standard naming convention

create signature rules.png

Follow the steps mentioned below:

1.      Select a Default Sender

a.      Eloqua will send email using Default sender details only if any of the target contact is not mapped to account manager/sales person details or Email Sender value is blank

2.      Pick from a set Key Field that defines Email Sender:

a.      Contact Field (choose this)

                                                              i.      Select ‘Email Address’

b.      Custom Object Field

c.       Event Registration Field

3.      Select Personalize Email Headers

a.      Sender Display

b.      Sender Display Address (“From”)

c.       Reply-To Display Name

d.      Reply-To Address

4.      In the top right corner if you click the it will add a row for manually adding contacts (email address) and Account Managers (First and Last name).

5.      In the top right corner click the chevron (>>) “Actions” and select the Upload Mapping

a.                                                   In Excel create two field headers and name the first on Field Value and the other Email Sender

b.      Add the customer email addresses to the first column

c.       Add the Account Managers email address to the second column

d.      Back in Eloqua upload list through the step-by-step wizard

                                                              i.      Pick Data Source - add Excel list you created

                                                             ii.      Review – make sure data is correct (customers first and Account Managers second) and also you’re only using email addresses

                                                           iii.      Map Field - be sure that Source Field and Target Field match

                                                           iv.      Finished

Explanation: Adding contacts to a Signature Rule: You can add contacts manually by clicking on the plus ‘+’ icon or upload them file using ‘Upload Mappings’ option under action menu in Signature Layout.

upload mappings.png

Upload Mappings ( bulk upload signature mappings:): Create an excel sheet and place target contact details under ‘FieldValue’ column and map them to account manager details by updating account manager email addresses under ‘Email Sender’ column. Once, your file is ready, go to Signature Rule File > Assets > Upload Mappings and upload the file. Please make sure to map the fields correctly.

excel mapping.png

Now, you are ready with the signature rule file.

Step 2: Signature Layout: Adding Signature Layout to an Email

Choose from an existing layout or create a new one

  1. Create an email
  2. To add a signature click on the Signature icon
  3. Search for the signature layout name and drag-and-drop the name to where you want it in the creative/code view.


Create a new signature Layout:

  1. Create a new layout click New button in the top right corner
  2. Name your layout
    1. Please follow standard Naming convention
  3. On the right-hand side you can select: 
    1. Images (you can add logo of your company)
    2. Contact Fields (Select fields First Name Last Name, Job Title, Company, Business Phone and Add company website url on the layout)
    3. Create links
  4. Save, and you’ll be able to access your layout in the Email section


Step 3: Signature Rule/Layout Testing

  1. Test Send:
    1. In the Email, section click on the chevron (>>) and select Test Content
    2. (2) Select a User from whom to send
    3. (3) Select a testing Email Address

email test.png

Step 4: Email Canvas Setup

  1. On your canvas add an Email Step
  2. Open up the Email Step and add the email name and select Signature in the bottom Nav
  3. Check the box for Using a Signature
  4. Click Send using a dynamic signature rule
    1. Choose the signature rule you created
  5. Finished


Final Email output:

Note: the sender name and the name is signature is different than what was showed in example above. I had to use the real contact in eloqua to perform the test and show the results. Thanks

Final email.png

There you go! And this helped us send personalized emails in just few hours.

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