Administration - Email: Your Practice Email Signature

Administration - Email: Your Practice Email Signature

Your Practice Email Signature Overview

Your Practice can set up a User Group signature, which allows users within your Practice to use the same email signature when sending emails from their XPLAN User ID. The User Group signature can also be set as compulsory, forcing all users in your Practice (or User Group) to use it when sending emails.

You will only be able to set up your Practice’s User Group signature if you have a Standard User Plus login. To arrange access, please contact your Technology Implementation Manager.
Do you know what to do to ensure your clients receive the emails sent by your Practice from XPLAN? To find out how, in Zendesk go to Administration > Email.

How to set up your Practice’s email signature

To set up your Practice’s User Group signature:
  1. Go to XPLAN > User Functions > Administer Groups:

    Screen_Shot_2018-07-17_at_3.23.40_PM.png

  2. Select your Practice’s name from the search results (by clicking on the hyperlink):

    Screen_Shot_2018-07-17_at_3.23.53_PM.png

  3. In the Group Menu, go to Admin > Email > Signature Options:

    Screen_Shot_2018-07-17_at_3.24.01_PM.png

  4. If you’d like to force all users in your Practice (User Group) to use User Group signature when sending emails from their XPLAN User ID, tick Compulsory Signature.

  5. Tick Use Group’s Own Signature to set up your Practice’s custom User Group signature.

  6. In the Signature text box, enter your Practice’s User Group signature as required.

    1. If you are copying and pasting text from a Word document, it is highly recommended that you remove all formatting of the text prior to pasting it into XPLAN. Failure to remove the formatting may result in the text not displaying as required when sending an email from XPLAN. Refer to How do I remove formatting if copying text from a Word document? below for further information.

    2. Your Practice’s logo can be included in your email signature by using the following syntax (or merge) code: <:=$sender.grouplogo:>

  7. Format your User Group signature in the text box as required, using XPLAN’s formatting tools:

    Screen_Shot_2018-07-17_at_3.24.17_PM.png

  8. Click Save. 

How do I remove formatting if copying text from a Word document?

Option 1: Paste as plain text into the text box

After copying the text in your Word document, select the Paste as plain text option in XPLAN:

Screen_Shot_2018-07-17_at_3.35.12_PM.png
 
Option 2: Remove formatting of the text in the Word document

Remove all formatting of the text in your Word document using the Clear All Formatting tool:
  1. Select the text to be copied into XPLAN.

  2. Click on the Clear All Formatting icon located in the Font section of the Home tab in Word:

    Screen_Shot_2018-07-17_at_3.35.18_PM.png

  3. The text is now ready to be copied in Word and then pasted into the XPLAN text box.
 
Option 3: Use the Notepad application

Using the Notepad application will remove all text formatting:
  1. Select and copy the text in your Word document.

  2. Open the Notepad application and paste the text.

  3. Update the text in Notepad, as required (such as bullet points).

  4. Select and copy the text in Notepad and paste into the XPLAN text box.

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