Adding and editing people
The fields on a person's record, which ones matter for signatures, and what happens when you delete someone.
- Last updated
- 5 minute read
- People
A person's record is a set of values waiting to be dropped into a signature. Add them by sync, by CSV or by hand, and keep them up to date wherever they are easiest to manage.
The fields
Users
Everyone who gets a signature. Details here fill in the fields in your signature designs.
| Name | Job title | Department | Status | |
|---|---|---|---|---|
| AHAmelia Hart | Head of Operations | Operations | Synced | |
| RPRaj Patel | Senior Architect | Design | Synced | |
| CEChloe Evans | Office Manager | Operations | Title updated | |
| TRTom Reid | Account Executive | Sales | Synced | |
| EMEllie Morgan | Marketing Executive | Marketing | Signature stopped | |
| DODaniel Okafor | Project Lead | Delivery | Synced |
Showing 1 to 6 of 142
| Field | Variable | Notes |
|---|---|---|
{{email}} | Required, and the key Signed matches people on | |
| Display name | {{display_name}} | Falls back to the first and last name, then the email |
| Job title | {{job_title}} | Usually the field people notice first when it is wrong |
| Department | {{department}} | Also what rules and campaign audiences match on |
| Phone and mobile | {{phone}}, {{mobile}} | Either, both or neither |
| Company, website, address | {{company}}, {{website}}, {{address}} | Fall back to your company defaults in Settings |
| LinkedIn and X | {{linkedin}}, {{twitter}} | Only shown when the design has social links on |
| Photo | {{photo_url}} | Optional. Initials are used when there is no photo |
Editing someone
- Open Users and find the person, by scrolling or using the search box.
- Choose the edit action on their row.
- Change what you need and save. The change reaches their signature on the next email they write, because signatures are generated fresh each time.
Watch out: If you sync Microsoft 365, a field you change here is overwritten the next time the directory has a value for it. Change the source rather than the copy, unless you want the two to disagree.
Tip: Deleting someone removes their record but also deletes any rule that names them, so a signature does not keep trying to match somebody who has gone. Check first if the rule still makes sense for a replacement.
People who have left
When someone is disabled or removed in Microsoft 365, the next sync marks them inactive rather than deleting them. Their record stays, their signature stops being served, and the audit log keeps a note of when it happened.
- Inactive people appear in the list greyed out, with their signature stopped.
- Reinstating a disabled account in Microsoft 365 brings them back at the next sync, with the same record.
- Deleting removes the record for good. Do this only when you are sure you will not need the history.
Related articles
- Import people from a CSV fileWhat the importer expects, what it does with duplicates, and how it creates departments on the way through.
- Syncing with Microsoft 365Connect once and stop maintaining people by hand. What comes across, what does not, and how the daily sync behaves.
- Departments and targetsDepartments do two jobs: they group people, and they are what rules and campaign audiences match on.
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