Email Signature Management with Opensense

As part of our ongoing firm efforts to streamline processes and present a stronger, more unified brand to our clients, we have launched new standardized email signatures for all employees.

Using a tool called Opensense, the marketing team will now centrally manage the style and format of email signatures, with employee contact information automatically synced from our company directory. This means your signature on all emails from any device will be polished, modern, and always up-to-date. It will also make things easier on our IT team — and, of course, you!

Download the complete guide with screen shots and instructions here. (Or see the attachment at the bottom of this article)

Here's what you need to know and do:

1. The new Opensense email signature will overwrite and replace your old email signature in Outlook.

2. You will not see your fully designed email signature when you are composing your email in Outlook nor in your Sent Items. You will only see a plain-text version with template markers like [[#]]. This is normal and expected. The designed email signature will be automatically added (or "stamped") once it's delivered to the recipient.

   Tip: Send yourself a test email to your work or personal email address to see what your signature looks like.

3. Certain fields in your email signature will be editable via the Opensense Outlook add-in.

   To use the add-in: When you compose a new email in Outlook, go to "All Apps" in the toolbar, select "Opensense," and a panel will pop up on the right. Select "Settings," make your edits, and click "Update" when you're done. To change your office address, use the "Control Fields" dropdown menu.

   Any edits you make will be applied to all new emails; you won't need to make the edits for every new email sent.

   If you need to update your job title, please submit an IT Help Desk ticket (job titles are synced from the Active Directory).

   When adding links to "meeting_link," "secure_file," and "linkedin" fields, be sure to use the full URL starting with https://

4. Delete your email signature on any email clients on your personal devices (e.g. if you have a separate email signature set up in the Outlook app or Apple Mail app).

   Note: Automatic replies sent from Outlook will not include an email signature.

5. Troubleshooting Signature Display Issues:

   If your Opensense email signature is not displaying correctly, try these steps:

   • Verify that all required template markers (like [[#]]) are present in your signature

   • Send a test email to yourself to confirm how the signature appears to recipients

   • Check that your account's routing settings are properly configured

   • If issues persist, contact Opensense support with specific details about the problem, including screenshots of how your signature appears

If you have questions, please double-check the instructions document. If you're still having trouble, reach out to IT Project Lead Anya Grossman and Director of Marketing Maggie Tomasek.

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How to create a ShareFile link to add to your email signature (in the Opensense > Settings > secure_file field)

How to access your Microsoft booking page to add to your email signature (in the Opensense > Settings > meeting_link field)