Salesforce has an email signature field on each users profile where they can add a basic email signature that will populate whenever an email is sent from their account. However, this field does not allow a user to add embedded links or images which are often standard in business signatures.
In this article you will learn 2 different ways to create a dynamic email signature.
Email Signature using email templates
Email Signature using a new rich text field and merge field
Create an Email Signature Using an Email Template
Go to the 9 dots icon and type in "Email Templates".
Navigate to the Email Templates page and click "New Email Template".
Enter in a name for the template such as "John Doe's Email Signature" and add the signature to the public folder.
Leave to "Subject" field blank as this template could be used for any number of reasons.
Copy and paste your email signature without the images into the box labeled "HTML Value". Notice that your embedded links carry over into the template.
Click the image icon at the far right of the box and download your email signature logo or image of choice. Once uploaded you can modify the size of the image to suit your preference.
Click Save.
Test this by going into a test contact and using the template:
Create an Email Signature Using a Rich Text Field
This method of creating an email signature will have to be initiated by the system admin of the account as it requires field creation which most users do not have the ability to do.
First we must create a new field called "Dynamic Email Signature" on the User Object.
Navigate to Setup> Object Manager> User> Fields and Relationships> New.
Choose "Text Area (Rich)" toward the bottom of the screen
Click Next
Label the field "Dynamic Email Signature"
Click Next
Click Next Again
Click Save
Then, we will add our email signature to the new field.
At the top of any page, click your profile avatar (round image in the top right corner)
Click your name at the top
Locate the "Dynamic Email Signature" field and copy and paste your email signature without the images into the box. Notice that your embedded links carry over into the field.
Click the image icon at the far right of the box and download your email signature logo or image of choice. Once uploaded you can modify the size of the image to suit your preference.
Click Save.
From there we will navigate to "Classic Email Templates" to retrieve the Merge field.
Go to Setup> Quick find: Classic Email Templates> New Template
Most of the settings in the next 2 screens you see do not matter much as we will not be saving this template.
When you get to the screen below, Choose the following options:
Select Field Type: User
Select Field: Dynamic Email Signature
Copy the merge field that populates in the "Copy Merge Field Value" field.
We will now go back to your email signature in your profile and paste this merge field.
At the top of any page, click your profile avatar (round image in the top right corner)
Select Settings
Go to Email > My Email Settings in the left pane
Go to Signature and paste the merge field you copied in the previous set of steps
Save
You can now test this by going to a test contact and sending yourself an email. The merge field will populate and once the email is sent, the merge field will populate your email signature according to your "Dynamic Email Signature" field.