Create or Edit Gmail Signatures | Support Advacarepharma

This Standard Operating Procedure (SOP) outlines the process for IT team members to set up Gmail signatures for both new and existing employees.

For the new process regarding Gmail signatures within the company, HTML files serve as the primary source. This entails the maintenance and revision of HTML files during the onboarding process, followed by their incorporation into Gmail.

Employee signatures are stored in HTML format at the following location:
Z:\Shared drives\AdvaCare IT Control\Gmail Signatures\Gmail\Employees Signatures

Templates for signatures are created and stored here:
Z:\Shared drives\AdvaCare IT Control\Gmail Signatures\Gmail\Templates

The links of the images that need to be used are below:

Other Icons
https://acpawss3.s3.us-west-2.amazonaws.com/Assets/phone-2.png
https://acpawss3.s3.us-west-2.amazonaws.com/Assets/Email-icon.png
https://acpawss3.s3.us-west-2.amazonaws.com/Signatures/globe.png
https://acpawss3.s3.us-west-2.amazonaws.com/Assets/WA-icon.png

When making revisions to an employee's signature, such as during onboarding, the following steps should be followed:

Revise the HTML file containing the signature.
Save the updated HTML file.
Open the HTML file in a browser and verify the revisions.
Once the HTML file is revised, access the relevant person's Gmail settings containing the signature.
Open the HTML file in another browser tab.
Copy the signature from the browser tab and paste it into the Gmail signature editor.
Verify that the signature is transferred correctly.
Save the changes in Gmail settings.

For permanent changes affecting multiple departments or employees, such as updates to signature designs or adding/removing icons, follow these steps:

Revise the templates requiring changes by editing the relevant HTML template files.
Save the updated HTML template files.
Open the HTML files in a browser and verify the revisions.
Once the template revisions are finalized, update each person's HTML file to align with the revised template.
Follow the aforementioned process to update each employee's signature.

In cases where a new employee requires a completely new signature template, begin by creating the template in an HTML file.

The steps mentioned above are detailed below.

1. When making revisions to an employee's signature

Revise the HTML file containing the signature: Using Windows File Explorer, open the "Employees Signatures " folder located in the following file path:

Z:\Shared drives\AdvaCare IT Control\Gmail Signatures\Gmail\Employees Signatures 📋File path copied to clipboard

Open the HTML file that corresponds to the signature of the employee you want to modify and make the requested modifications. In this case, we will take "Yinki Chen" as an example.

Make the requested changes, save the modified HTML file, open it in the Internet browser and verify that the changes made are displayed.

Copy the signature from the browser tab and paste it into the Gmail signature editor.

Paste it into the Gmail signature editor.

Verify that the signature is transferred correctly and save the changes made.

2. Permanent changes affecting multiple departments or employees

Using Windows File Explorer, open the "Templates" folder located in the following file path:

Z:\Shared drives\AdvaCare IT Control\Gmail Signatures\Gmail\Templates 📋File path copied to clipboard

Open the HTML file corresponding to the signature template you want to modify and make the requested modifications. In this case, we will take the "C0 Design Dept.html" template as an example.

Make the requested changes, save the modified HTML file, open it in the Internet browser and verify that the changes made are displayed.

With the information provided above, you now have the ability to modify an employee's signature and the signature template of an AdvaCare department.