🤓 Xplan Hint: Email Signatures That Stick!

Did you know Xplan recently updated how email and SMS signatures work when using the 'Override From Address' option?

Why the Change?

No more worrying about an email going out with the wrong signature

The system now guarantees the signature always matches the sender based on the chosen 'From address'
It ensures consistency across your communications

How It Works Now

Signatures are now dynamically appended at the time of send, not when you're drafting the email. This applies to personal, site, and group signatures.

Signatures are no longer inserted into the content when creating an email, SMS, or selecting a template.
The correct signature is appended based on the selected 'From address' when the email is sent.
Editing a pre-loaded signature before sending is no longer an option.
For bulk emails, when previewing, the signature shown is determined using the first client.
The sender’s signature is no longer included in the message for notifications or acknowledgements.

This updated signature handling applies to: Scheduled Email Tasks, Single Email, Email to All, Campaigns, Portfolio Positions, and Diary.

💡Pro Tip ?

If you frequently use the 'Override From Address' feature, perhaps covering for a colleague or sending on behalf of a different adviser, this update is a massive win! It eliminates the risk of human error in manually adjusting signatures, making your compliance team very happy.

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Comments

jaclyn.bazin4

This is a fantastic enhancement! Sometimes it’s the smaller changes that make the biggest difference in removing those day-to-day pain points. Looking forward to seeing this in action!

courtney.youngblutt

Thanks Jaclyn. Totally agree. @zita.white & @heidi.galindez and team have been awesome at rolling out so many updates lately based on user feedback. I love it when a change that may seem small makes a huge difference.?

margaux.bugante

Hi @courtney.youngblutt,

Just wondering though, is there a way to temporarily switch off this feature? We would periodically send out comms using the "Override from Address" option but the email signature comms is a bit different from the usual email signature that our advisers use (i.e. additional disclaimer at the end of the signature). So I was wondering what's the best workaround for this?

Thank you in advance ?

Margaux

luke

@courtney.youngblutt could you please clarify this as I made the assumptionthat if I use the "Override" email option the correct email signature would work correctly now??

jaclyn.bazin4

There are a couple of workarounds to this, the easiest way I believe is to create an email template with the email signature you use for the comms, and in the email template you can use the From Address instead of the Override from Address option.

The alternative was to add the email signature to another inactive user and assign that user as a role against the client, however the first workaround works best I feel, less effort required.

jaclyn.bazin4

Hi @luke.watson3, my testing shows if you use the Override From Address option (which is based on roles) the correct email signature will be used. If you use the From Address option in the template, then based on my testing, no signature is used.

margaux.bugante

Thanks @jaclyn.bazin4.

Although we occasionally hardcode the From Address in some of our email templates, this approach isn’t ideal in this case, as it would require maintaining separate templates for each adviser (i.e., over 10 templates to be updated monthly).

So as a workaround for this month’s bulk comms, we temporarily disabled the 'Use signature' options on the Adviser lever, and then re‑enabled it once all emails had been sent. But this was quite a manual process, and we had to schedule the bulk sending outside business hours to ensure advisers weren’t sending emails while their signatures were disabled.

We’re still exploring what the best long‑term solution might be, so any other suggestions would be greatly appreciated. ?

luke

Thanks so much for your response @jaclyn.bazin4 !

courtney.youngblutt

Hi @margaux.bugante, this can't be switched off unfortunately. I'll take a look at your use case and comments further below and see what I can come up with.

courtney.youngblutt

Great suggestion @jaclyn.bazin4. Thanks for contributing.

courtney.youngblutt

Hey @luke.watson3, If the person sending the email has a signature set up, then even if you use the 'from' setting, it will still bring in the sender's signature. It is best to use the override option as both you and @jaclyn.bazin4 have stated then the email appends the correct email signature.

zita.white

Hi @margaux.bugante, thanks for the extra detail, it's really helpful. And thank you @jaclyn.bazin4 for jumping in with a workaround in the meantime!

At the moment, there isn’t a way to switch this behaviour off on an ad-hoc or per-email basis. The toggle at the adviser level is the only current control, and your scenario highlights where this can be less efficient, and it’s part of the feedback we’re reviewing.

We are collecting all feedback on this change so we can properly evaluate what adjustments are needed. We definitely don’t want this to make things harder for you or introduce unnecessary manual work, so we’re very open to making changes that ensure this is a smooth, low-effort process for your team.

Thanks again for outlining your workaround and the constraints you’re dealing with — I’ll add this to the feedback we’ve already gathered so it’s considered alongside the broader input.

bridget.lowe

Hi Clive ?
Great to catch up this morning. As we discussed, similar feedback has certainly been received by our Product team, and so they are working at speed to find a resolution. Currently proposed is a toggle which would give your users more flexibility - especially when it comes to situations as you have described. For further details, check out Zita's reply on this Community post.
Keep an eye on the "What's New in Xplan" area of your site, too.
Merry Xmas to you and your family. ??

courtney.youngblutt

Guess what? You can now toggle the personal email signature on or off!

As @zita.white promised, the team collected a variety of feedback on this change so we could properly evaluate what adjustments were needed.

Thank you all so much for sharing your feedback - @jaclyn.bazin4 @margaux.bugante @luke and many others - we have updated the functionality.

You now control whether the personal signature for the "From / Override From" user is added to your email.

A new option appears when composing or configuring emails:
Include “From” or “Override From” address personal email signature
Default: On (ticked) – this keeps the current behaviour.

What this means:

When ticked (default – existing behaviour):

The From user’s personal signature is added to the email when it’s sent
The personal signature is visible in Preview
The recipient sees the From user’s personal signature

When unticked (new behaviour):

The From user’s personal signature is not shown in Preview
It is not appended when the email is sent
The recipient will not see the From user’s personal signature

When to use it:

Use this option when:

Your template already includes a designed or extended signature
You’re adding additional disclaimers in the email body
You want to avoid double signatures (personal + proxy/adviser) or repeated disclaimers

The rest of the email content, including any signature‑style text you add yourself, remains fully editable.