Add Users’ Send as Email Signature in Bulk via Workflow with GAT Flow

GAT Flow allows a Google Workspace Admin or/and Delegated Auditor to add users’ send as email signatures in bulk.

You can achieve this with a few simple steps outlined below.

Step 1. #

First, create a workflow, and navigate to Flow > Create workflow.

Next, fill in the details:

  • Name – enter a name for the workflow
  • Type – select the type of workflow you want to use (Modify in this example)
  • Next – click to proceed

Step 1. Creating a workflow

Step 2. #

In the next step, search for a user. Select a single user or multiple users’ accounts where the actions will be applied.

Search and add the users via Search for a user, group, org. unit, or classroom or import them.

Step 2. Searching for a user

Once users are selected, click on Proceed to actions.

Step 3. #

Then, to choose actions, click on the (+) button and search for the action.

Step 3. Choosing actions

Next, you will see all the options available, thus search and select the below action:

Add user send as email signature

In the next step, configure the email address and the signature that will be assigned to it:

  • select the domain
  • set up an email template from the available variables
  • create a custom variable of your choice by typing into the variable field and clicking on ‘+’

Configuring the email address and the signature

  • name the signature
  • Set up as default – set it by default if applicable
  • create the signature by using a template – Pick Template, or creator one by using a classic or HTML editor – Back to classic editor/ Switch to HTML editor

Picking or creating a template

When ready, click on Send approval request button.

NOTE: Please note that an alternative email address (alias) used for add send as an email signature must already exist. If not, the workflow will fail and the below error message will appear:

Error message

This post explains how to set up a user email alias address.

Step 4. #

After sending the request for review, the Security Officer has to approve the request. They will receive an email that will lead them to the approval page.

Security Officer's approval

Note: If the pre-approval option is enabled, an email is not being sent to Security Officer. The workflow creator can confirm the preapproval option to run the workflow right away. 

Pre-approved workflow confirmation

Result #

Once approved, the workflow will run.

Approved workflow

Finally, a new send as an email signature exists.

A newly set up send as email signature by default will populate in the email creation window.

Project final step

If not set up by default, an alternative email suggestion appears once clicking on the dropdown arrow:

An alternative email suggestion

The relevant email address can see selected and will appear in the new message wizard along with the designated email signature.

Related posts #

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