Manage Organisation and User Signatures

Overview

Vega allows you to automatically include signatures in document templates for both emails and PDFs using merge tags.

There are two types of signatures available:

• Organisation Signature – A shared signature used across your organisation. This is ideal for general correspondence where all documents use the same signature.

• User Signature – A signature linked to an individual user. This is useful when different staff members send documents using their own signature.

   

Create a signature

If you don't already have a signature image, you can create one using a variety of applications.

Common options include:

• Microsoft Word (Windows) - see attached article here.
• Preview (macOS) - see attached article here.

Refer to the guides below for instructions on creating a handwritten signature using your operating system.

Tip

Save your signature as a PNG image wherever possible. PNG files provide the best quality and support transparent backgrounds.

Add an Organisation Signature

Navigate to:

Admin → Organisation Profile → Organisation Signature

1. Open Organisation Profile
2. Upload the organisation signature image.
3. Save your changes.

Once uploaded, the Organisation Signature is available for all document templates.

Add a User Signature

Navigate to:

Admin → User Maintenance

1. Open the required user.
2. Upload the user's signature image.
3. Save your changes.

Each user can have their own signature stored within their profile.

Insert an Organisation Signature into a template

Navigate to:

Admin → Document Templates

Open an existing template or create a new one.

To insert the Organisation Signature, either:

• Type the merge tag directly into the Document Editor:
  #OrgSignatureImage#

or

• Click within the document where you would like the signature to appear. An Insert Merge Tag window will pop up, allowing you to select the required merge tag from the available list.

When the document is generated, Vega automatically replaces this merge tag with your Organisation Signature.

This merge tag can be used in both email and PDF templates.

Tip

Because templates reference the Organisation Signature using a merge tag, updating the Organisation Signature automatically updates every template that uses #OrgSignatureImage#. You do not need to edit each template individually.

Insert a User Signature into a template

If you would like a template to display the signature of the user sending the document, either:

• Type the merge tag directly into the Document Editor:
  #UserSignatureText#

or

• Click within the document where you would like the signature to appear. An Insert Merge Tag window will pop up, allowing you to select the required merge tag from the available list.

When the document is generated, Vega replaces the merge tag with the signature stored in that user's profile.

This is useful when multiple staff members use the same template but each requires their own signature.

❓ Troubleshooting

My signature isn't appearing in the document

Check that:

• the correct merge tag has been added to the template
• the Organisation Signature or User Signature has been uploaded
• the document has been regenerated after making any changes

If the signature still does not appear, contact Vega Support for assistance.

“Some content in this article may have been developed with the assistance of AI tools and reviewed by staff.”