Assigning signatures to users

There is no per-user assignment step. A signature is applied to a message when the sending address matches a mailbox in your synced directory, and the template used is the one that is live for that mailbox's company. Design decides the look; the directory decides the data.

The directory

Users lists every mailbox synced from your tenant — Microsoft Entra or Google Workspace — with the fields RubySig reads for the signature: name, title, department, email, user principal name, phone, and any send-as aliases.

Fields marked From directory are read-only in the portal on purpose: the tenant directory is the source of truth, so a title changed in Entra or the Google Admin console flows through on the next sync, and nobody maintains a second copy.

Two things are set per mailbox in the portal:

• Signature address — an address line for this mailbox only, for people who work from a different office than the company address. Leave it blank to use the company's.
• Aliases — send-as addresses this mailbox uses. A message sent from an alias is matched to the mailbox and gets its signature.

Which template a user gets

The template that is live for the user's company. An account with several companies (brands) has a live template per company, and users are placed by the company their directory record belongs to. To give a group of people a different look, put them under their own company.

Mailboxes with no profile

Mail from an address that matches no directory record — a shared mailbox, a distribution list, a service account, a user added since the last sync — is still handed back and delivered, unchanged. RubySig never blocks or alters mail because it has nothing to stamp; the relay notes it so the gap is visible.

If a mailbox should carry a signature and does not:

1. Check it appears under Users. If not, it has not synced — a new mailbox appears after the next directory sync.
2. Check the address the mail was sent from is the mailbox's primary address or one of its listed aliases.
3. Check the mailbox's company has a template live.

Multiple companies

The company selector at the top of the portal switches everything — users, design, billing — to one company. Directory records are attributed to a company by their domain, so a tenant that sends from two brands' domains appears as two companies with their own templates.