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Version: 4.1 (2026 H2)

Signature Template

The signature template defines the automatic email signature that primedocs inserts in Outlook (New). It contains profile data (name, function, phone, email, organisation details) and can embed optional campaign fields.

Creating a Template​

  1. In primedocs Desktop, click «New Template» and select «Signature» (Microsoft Outlook category).
  2. On the Properties tab, select the Languages in which the signature is offered.
  3. Click «Editor». The editor opens the language-independent content. Language versions of their own are created via «Create in other language», see Multilingual Outlook templates.
  4. Prepare the signature content in Outlook (New).
  5. Generate the HTML using the primedocs Add-In (Templating menu) and paste it into the «HTML Content» field.
  6. Use the {{FieldName}} syntax for dynamic profile data (see Content and placeholders).
  7. Fill in the «Plain text content» field below the HTML editor, most easily via the «Extract plain text from HTML» button.
  8. Save and test the template.

Which signature template is inserted automatically into an email is defined by the signature rules of the organisational unit.

Example​

<div style="font-family: 'Segoe UI', sans-serif; font-size: 10pt;">
  Freundliche Grüsse<br/>
  {{Profile.User.FirstName}} {{Profile.User.LastName}}<br/>
  <br/>
  <b>{{Profile.User.FirstName}} {{Profile.User.LastName}}</b><br/>
  {{Profile.User.Function}}<br/>
  {{Profile.User.Phone}} (Direkt)<br/>
  <a href="mailto:{{Profile.User.Email}}">{{Profile.User.Email}}</a><br/>
  <br/>
  {{Profile.Org.Title}}<br/>
  {{Profile.Org.Postal.Street}}<br/>
  {{Profile.Org.Postal.Zip}} {{Profile.Org.Postal.City}}
</div>

Images​

Embed images such as logos or banners through a Picture field or an image from the profile, and put only the placeholder in the HTML content, for example <img src="{{Logo}}"> or <img src="{{Profile.Org.Logo}}">. When inserting the signature, primedocs attaches these images to the email as embedded attachments and references them in the HTML with a cid: link.

No Base64 images directly in the HTML content

The Outlook web add-in inserts signatures of at most 30,000 characters (Outlook (New), Outlook on the web, Outlook for Mac). If the finished signature is longer, it is not inserted. An image embedded as Base64 (data:image/…;base64,…) directly in the HTML content counts towards this limit in full, and even a small logo can exceed it. Images from Picture fields do not count, because they are transferred as attachments. The limit applies to the finished signature, including any inserted campaigns.

Plain Text Content​

Besides the HTML content, a signature template holds its own plain text content. It sits below the HTML editor in the template editor and is used when the email is composed in «Plain text» format (see Default Signature in Plain-Text Emails). The «Extract plain text from HTML» button takes the text over from the HTML content.

If the field is left empty, the plain text is derived from the HTML content at generation time. Maintaining a dedicated plain text pays off wherever that derivation does not produce a usable result, for example with table-based signature layouts or with content that only exists inside an image.

Generation fails when both contents are missing

If the template holds neither HTML content nor plain text content, generation fails with an error.

Images in plain-text emails

Embedded images are omitted from plain-text emails so that they do not appear as loose attachments. Signatures carrying essential information only in an image (a logo with the address, a campaign banner) need a text equivalent in the plain text content.

A separate plain-text signature template is not required, and the organisational unit's signature rules need no additional setting for this.

Embedding Campaigns​

A campaign appears in the signature when the signature template defines a campaign field and carries the placeholder of that field in its content. To do so, add the Campaign Fields document function:

<CampaignConfiguration>
  <Campaign Name="Banner" Label="Campaign banner" />
</CampaignConfiguration>

In the HTML content, and in the plain text content if needed, set the placeholder with the Name of the campaign field. The {{#if}} block omits the surrounding markup when no campaign is active:

  {{Profile.Org.Postal.Zip}} {{Profile.Org.Postal.City}}
  {{#if Banner}}<p>{{Banner}}</p>{{/if}}
</div>

At runtime the placeholder is populated by the active campaign template. Which campaigns are eligible for the field, how primedocs chooses among several active campaigns and what the user sees in the add-in is described under How a campaign gets into the signature.