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How to Manage Signature Templates in gPanel

Learn how to create and manage email signature templates in gPanel to maintain consistency across your Workspace domain.

Contents 

The Signature Template feature is a centralized tool that allows administrators to create and enforce a uniform email signature for everyone in the company.
 
Instead of asking employees to manually update their own Gmail settings — which often leads to inconsistent fonts, old logos, or broken links — you can design one "master" template and push it out to everyone automatically.
 

Create an Email Signature Template

  1. Select ‘Create Template’ Button on the top right of the table. 
    gPanel Signature Templates dashboard with the Create Template button highlighted to begin designing a centralized email signature.
  2. Fill out the following information:
    1. Template Name (required): Any Policy Name applicable for the policy the user will create.
    2. Description (optional): Any applicable description can also be left blank
    3. Manual Run or Scheduled Sun (required): If set to scheduled a new stepper schedule needs to be filled out.
    4. Select from the following (required):
      1. Apply to Only Primary Send As Address
      2. Apply to Both Primary and Default Send As Addresses
      3. Apply to All Send As Addresses
    5. Use send as account for signature template (checkbox): Toggling this checkbox will cause the signature to use the 'Send As' account for any templated fields.
    6. Email Notifications (optional): Select user or user groups for send out email notifications.
      gPanel Create Signature Template interface showing Basic Information setup, including manual or scheduled run options and Send As address preferences.
  3. Add Template Creator
    1. Dynamic Variable Mapping: The top section of the creator allows you to insert "Available Values" and "Template Fields"
      1. The Purpose: Instead of static text, you use placeholders like {User-first name} or {Address-home-all}.
      2. The Result: When the signature is deployed, gPanel automatically replaces these tags with the actual information stored in each individual's Google Workspace profile.
    2. The Conditional Logic Builder: The "Build Conditional" area is used to prevent formatting errors caused by missing data.
      1. Before/After Fields: You can add specific text (like "Cell: " or "Address: ") in the Before Field box.
      2. The Benefit: If an employee's profile is missing a home address or phone number, gPanel will hide the entire line, including the label. This ensures no "orphaned" labels or blank spaces appear in the final signature.
    3. Integrated Editor & Real-Time Preview
      1. Rich Text/HTML Editor: You can use standard formatting tools (bold, font size, tables) or insert company logos and social media icons directly into the signature workspace.
      2. Preview Pane: By entering a specific user’s email (such as the johndoe example in your photo), you can see a live render of how that person's signature will look with their real data populated.

        gPanel Template Creator interface featuring dynamic variable mapping, conditional logic builder, and a real-time signature preview pane.
  4. Define the specific targets (users, groups, organizational units, or domains) that a new template will apply to. Users can move selected individuals from the "Choices" list to the "Chosen."

    gPanel Create Signature Template Targets interface showing Target Type selection for Users, Groups, Org Units, or Domains.
  5. Selecting Scheduled run will prompt this step, where you must define the specific time and frequency for the policy to execute.

    gPanel Create Signature Template Schedule interface with options to set the specific time and frequency for automated signature deployment.
  6. Carefully review your configured template to ensure accuracy. Once confirmed, click 'Create Signature Template' to save your settings.

gPanel Create Signature Template Review screen displaying a summary of template details, preview, and targets before final deployment.

Edit an Email Signature Template

  1. Locate the template you wish to change and click the pencil (Edit) icon in the Actions column.
  2. Modify the necessary fields within the signature template configuration.
  3. Click the Update Signature Template button to finalize and apply your changes.

    gPanel Signature Templates action menu with the Edit option highlighted to modify an existing email signature configuration.

Clone an Email Signature Template

  1. Locate the signature template you wish to clone.
  2. Click the clone icon in the Actions menu. 
  3. Read confirmation message and Select Clone Button. This will duplicate the signature template.

gPanel Signature Templates action menu with the Clone option highlighted for duplicating an existing signature template.

View Email Signature Logs

  1. Click the Logs icon under Actions menu.
  2. Run Logs will contain the following information: Start Time, End Time, Manual, Users Updated, Users Errored, Total Users Targeted.

gPanel Signature Templates action menu with the Logs option highlighted to view the run history and update status of a specific template.

Manually Run an Email Signature Template

  1. Select the Signature Template you want to run. 
  2. Select the Play button to manually run a Template. By manually running, the action takes place immediately.

gPanel Signature Templates dashboard with the Play icon highlighted to manually run a signature template update.

Delete an Email Signature Template

  1. Select the Email Signature Template you want to delete
  2. Select the trash icon button. 
  3. Confirm Deletion.

gPanel Signature Templates dashboard with the trash icon highlighted for deleting selected email signature templates.