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Email Signatures

Copera Inbox lets you create rich-text email signatures with two scopes (Personal or Workspace) and configure separate defaults for new messages and replies — on a per-user, per-inbox basis. Signatures are composed in a rich text editor with bold, italic, links, and line breaks, can include your name, title, company details, and contact information, and are automatically appended to outgoing messages based on your defaults. Workspace-scoped signatures standardize company branding across all team members, while personal signatures let each member customize their own sign-off.

Creating a Signature​

To create a new email signature:

  1. Open an inbox channel and click the channel name or settings icon to open the Channel Overview dialog.
  2. Navigate to the Signatures tab.
  3. Click Create Signature.
  4. Enter a name for the signature (e.g., "Work Signature", "Support Team").
  5. Use the rich text editor to compose your signature content. You can include:
    • Formatted text (bold, italic, links)
    • Your name, title, and contact information
    • Company details
  6. Click Save to create the signature.

Signature Scopes​

Each signature has a scope that determines who can use it:

  • Personal --- Only you can use this signature. It is tied to your user account and is not visible to other inbox members.
  • Workspace --- All members of the workspace can use this signature. This is useful for standardized company signatures that everyone should use.

When selecting a default signature for an inbox, you can choose from both your personal signatures and any workspace-level signatures.

Setting Default Signatures​

You can configure which signature is automatically applied to your outgoing emails for each inbox:

  1. Open the inbox's Channel Overview dialog.
  2. Go to the Signatures tab.
  3. Set a default signature for new messages --- this signature is automatically inserted when you compose a new email.
  4. Set a default signature for replies --- this signature is automatically inserted when you reply to an email.

You can set different signatures for new messages and replies, or use the same one for both. These preferences are per-user and per-inbox, so different team members can have different default signatures for the same inbox.

Applying a Signature When Composing​

When you compose a new email or reply, your default signature is automatically appended to the message. You can also:

  • Change the signature --- Click the signature button in the email composer toolbar to select a different signature from your available list.
  • Remove the signature --- If you do not want a signature on a particular email, you can remove it before sending.
  • Edit in-line --- The signature appears in the editor as part of the email body, so you can modify it for a specific message without changing the saved signature.

Editing and Deleting Signatures​

To manage your existing signatures:

  1. Open the Signatures tab in the inbox's Channel Overview dialog.
  2. Click the edit icon next to any signature to modify its name or content.
  3. To delete a signature, click the delete option. If the deleted signature was set as a default, you will need to select a new default or leave it unset.

Best Practices​

  • Keep signatures concise --- Include only essential contact information. Long signatures can be distracting for recipients.
  • Use workspace signatures for consistency --- If your organization has branding guidelines, create a workspace-level signature so all team members use the same format.
  • Set different signatures for new emails and replies --- Many teams prefer a full signature on new messages and a shorter version for replies to keep threads clean.
  • Review signatures periodically --- Update signatures when contact details, job titles, or company information changes.

Frequently Asked Questions​

What is the difference between personal and workspace signatures?​

A personal signature is tied to your user account and is only visible to you — it never appears in anyone else's signature picker. A workspace signature is available to every member of the workspace, making it ideal for standardized company sign-offs that everyone should use. You can set either type as a default.

Can I have different signatures for different inboxes?​

Yes. Signature defaults are configured per-inbox and per-user, so you can use a "Support Team" signature on your support inbox and a personal signature on another inbox you handle.

Can I have a different signature for new emails versus replies?​

Yes. In the Signatures tab of an inbox's Channel Overview dialog, you can choose one default for new messages and a different default for replies. Many teams use a full signature on new messages and a shorter one on replies to keep threads clean.

Can I insert images or logos in a signature?​

The signature editor supports formatted text, links, and line breaks. For image-based logos, embed them via a hosted URL link or ask your workspace administrator to set up a workspace-level signature with the company logo.

What happens to my default if I delete the signature?​

If you delete a signature that was set as a default, you will be prompted to select a new default or leave it unset. Outgoing emails without a default signature simply go out without one appended.

Can AI generate a signature for me?​

Not directly — signature content is written manually in the rich text editor. However, you can use Ask Copera AI to draft signature text (for example, "Write a concise email signature for a software engineer named Alex at Acme Inc."), then copy and paste it into the signature editor.