Email Signature Overview

XPLAN allows you to create your own email signatures that can be appended to emails that you send from XPLAN. The following guide shows you how you can create your own email signature via the Preferences > Email > Signature options menu and also how you can insert your own logos into your emails. 

Step 1: Accessing your Personal Email Signature

The Email menu item within user Preferences allows you to create and set your own personal email signature. The following options are available to you: 

• No signature
• Use personal signature
• Use System Default signature*

*The System default signature is currently blank and cannot be edited by practices, so please do not select this option.

No Signature

1. To have no signature automatically attach to your emails, ensure all tick box options are un-ticked.
2. Click Save.

Email System Default Signature

1. The system default signature option is not available to practices as it is a site specific not practice specific and for that reason we have not enabled it.

Email Personal Signature

Step 2: Creating your Personal Email Signature and Inserting Practice Logo

In this section you have the option to create your own personal email signature that will append to any email you send out of XPLAN. Signatures can be simply copied and pasted from Outlook, typed directly into the field; coded using the example above and can also contain images / logos.

IMPORTANT NOTE about inserting images/logos. If using logos you cannot copy and paste them you must upload the image first and insert the following code into your email signature field below <:=$sender.xmerge_signature:>.

1. Browse and upload your Logo image. Note: You can only upload one image here.
2. In order for your upload logo image to appear in your email, you must also add this code in your email signature where you would like it to appear.

Step 3: Inserting Additional Logos into your Personal Email Signature

XPLAN has the ability to allow you to insert additional images / logos that can be sourced via the Document Library

In order to insert an additional logo or other logo into your email signature you first have to upload a copy of the image in either jpg or gif file to the XPLAN Document Library.

Note: If you only have one logo then just do step 2 above as this feature is only for more than one logo or image.

1. Click on the Home button.
2. Click Document Note Functions.
3. Select Document Library.

Create a Folder in Document Library by ‘Creating a New Category’:

1. Click on the drop down arrow on the Root Category of the tree in the Menu.
2. Select New Category.

1. Edit your Practice Name in the Name field
2. Change the Permission to ‘Shared with my Groups’.
3. Click OK.

1. Click on the category you just created in the Categories column.
2. Click on Add in the Document List panel.

1. Select the document Type - General.
2. Ensure you select Shared with my groups.
3. Enter the subject name - Email Signature Image.
4. Click on the Attachments tab to upload the image.

Attach the Document with the practice logo as an attachment to this Document Note by:

1. Clicking on the Upload File button and selecting the image file from your documents that you are uploading. You will see the details for the document you have uploaded appear.
2. Click Save.

Go back to Email Signature set up by:

1. Selecting Preferences.
2. Then select Email.
3. Then select Signature Options.
4. Insert the image from the Document library by clicking on the image icon (as circled in the screenshot).

Important Note: Before doing this ensure your cursor is positioned in the exact place that you wish the image to appear below.

1. Click on the Browse Server button.

This will take you to your XPLAN Document Library. Simply browse the server and select the image / logo document as saved in your Document Library folder as follows:

1. Select the Category where you saved the image.
2. Select the document in the Document List panel and the Files panel will appear.
3. Click on the filename.
4. Click OK.