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Email Signature

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Posted on by Community Member

Hello

I am currently looking into how our sales personal can create their own Email signature in Dynamics Salesforce.
However, it appears that each sales person can see and use ALL other signatures. This of course isn't durable as we don't want them to use the signature of the sales manager for instance.
How can we make it so a person can only see the signatures they've created themselves?

Brgds

Mads

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PerezAguiar Microsoft Employee on at

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Hey Mads!

For Dynamics 365 CRM, you should follow this guideline https://docs.microsoft.com/en-us/dynamics365/customerengagement/on-premises/basics/create-signature-dynamics-365-email-queue. Basically, each user can configure certain signatures for their profile or a queue they belong to, and they should be able to use only those signatures that they're associated with (Themselves or their queue):

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Community Member on at

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Hey Daniel

Thank you for your answer.

Apparently it wasn't possible to restrict access so a user can only use their own in our current setup.

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CU24110753-0 2 on at

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Hi ,
This is a common challenge when managing email signatures directly inside Dynamics. By default, Dynamics doesn’t provide granular permission controls for signatures, so users can often see templates created by others — exactly the issue you’re describing.

In our case, we eventually moved to a centralized signature management system because we needed better control. I’ve used Sigsync Office 365 Email Signature Service, which integrates with Microsoft 365 and allows you to centrally manage signatures while assigning them only to specific users or groups. Each user automatically gets the right signature applied without seeing or modifying anyone else’s template.

Even if you continue using Dynamics, you may want to look into a system that lets you manage signatures outside the CRM while still ensuring that each salesperson uses only their own approved design.
Hope this helps point you in the right direction.

Brgds,

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