One signature for every staff member, in every company

A company signature is meant to be one decision made once. Set the layout, set what goes in it, and every person sends mail that looks the same. Diract does that, and then handles the case most tools do not: a person who works in more than one company.

Setting it once

• An admin builds the signature for the company. Name, title, phone, logo, whatever the company uses.
• Each person's own details fill themselves in. The signature is a layout, not a block of text retyped for every staff member.
• It is written into their mailbox, not just into ours. So it appears when they write mail in Gmail or in Outlook directly, not only when they write from inside Diract.

How it reaches Gmail

Diract writes the signature into the person's own Gmail send as signature, using the Gmail account that person connected themselves.

That is worth being precise about, because it decides who can be reached. This is not domain wide delegation and there is no service account holding the keys to the domain. Diract can only write a signature for somebody who registered on the app and connected their own mailbox.

How it reaches Outlook

Outlook gets an add-in. It runs when a new message is composed and inserts the signature then.

The Signature delivery screen shows where each person stands: Gmail connected, Outlook connected, and Outlook add-in seen. A person with nothing connected reads No mailbox connected, so an admin can see who to chase rather than assuming everyone is covered.

The problem with working in two companies

A mailbox holds one signature. That is a fact about Gmail and Outlook, not about any software you put in front of them.

So if one email address is connected to several companies in Diract, each of those companies can push a signature into the same single slot, and the last push wins. On one live account a single Gmail address is connected under ten companies. Switching company appeared to change the signature, because in a sense it did.

What an admin sets

• Everyone, the default, pins nobody. Each person gets the signature of whichever company they are working in.
• Nominated names the staff, teams or roles who keep this company's signature wherever they are, including after they switch company.

This is not a permission. Somebody not named is unaffected and still gets their own company's signature as normal.

Two companies can name the same person, and neither admin can see the other's setting. The most recently saved nomination wins, and Diract knows every company that nominated them, so it can say so rather than leaving it a mystery.

Keeping it that way

Turn on the daily re-push and the signature is written again each day for every connected mailbox. A person who edits their own signature in Gmail gets the company one back, without an admin noticing first.

Current as at 12 September 2026. Diract changes often, so check the screen before relying on a detail here.