Automatic Synchronization and Deployment
To minimize the hassle of having to repeatedly sync and deploy signatures every time you add a new user to your Google Workspace account, Signite provides the Premium option to re-sync and re-deploy your signatures automatically.
Note: The Automatic Periodic Synchronization & Deployment module is designed for accounts handling all users’ information under Google Workspace directly. All individual user information, including names, job titles, phone numbers, and other, will be overwritten by the module at the indicated intervals.
Follow these steps to set up your automatic sync and deploy:
1. Set up your signature template
Make sure your signature template is ready to be assigned to your users.
See the following guide for more information:
2. Set up the automatic sync and deployment
Go to the Automatic Periodic Synchronization & Deployment section on the Account screen and choose one of the available periods from the drop down menu.
This will open the option to automatically deploy a default signature template to your users, as well as assign specific templates to specific Google Workspace Groups / Organizational Units
2.1. Set up the default signature
Set up the default signature all users will be assigned once they’re synced into Signite by selecting the signature from the Default Template drop down list.
Suspended users and users without Gmail privileges will not be deployed to.
You can also assign specific organizational units or GW groups with specific templates. Set up signatures for specific Groups/OUs
2.2. Set up signatures for specific Groups/OUs (Optional)
To apply unique templates to certain Google Workspace groups or Organizational Units, make sure your GW groups or OUs are synced into Signite, by checking the appropriate checkbox under the Account Settings section of your Account screen:
If you’re going to deploy the signature to all users under a certain Google Workspace Group, check the Synchronize groups with Google Workspace checkbox.
If you wish to deploy signatures to users based on their Organizational Units, make sure the Allow user filtering by Organizational Units option is checked.
Following that, select the method by which you’d like to assign the signatures (either Google Workspace Groups or Organizational Units),
and assign the appropriate template to the relevant group/OU through the Template’s Groups section
You can also exclude specific OUs and GW groups from deployment by following this step: Exclude Users
3. Save changes
Save the changes, and every 24 hours, or every 7, 14 or 30 days (based on your selection), at 1am UTC (01:00), Signite will be prompted to re-sync your Google Workspace account, and assign the relevant signature templates to your users according to your setup.
4. Exclude Users From Automated Deployment
You can also choose to exclude certain users from deployment by choosing their Organizational Unit or Group
Note: Suspended users and users without Gmail privileges are automatically excluded from the deployment phase of the automated process.
5. Turn off the module
If you wish to turn the module off and return to manually synchronizing users and deploying signatures, you can do that by choosing the Off option on the Synchronization & Deployment Scheduler drop down menu.
Turning the module off does not prevent you from manually synchronizing users from Google Workspace and deploying signatures to them.
It’s recommended that after turning the module off, you use the Synchronize & Deploy All Data option for all active domains and manually deploy to any new users that were added.
6. Insufficient Permissions
Make sure that Signite has sufficient permissions for your Google Workspace account, including all Organizational Units in it.
See more in this guide:
https://www.signite.io/support/guides/how-do-i-install-the-signite-application-and-give-permissions/
If during the automated process, your permissions are found to be Insufficient, you will be notified by email, and the process will halt until the permissions are restored.
7. Exceeding the Account’s User Count
During the automated synchronization, new users will be added to the deployment process. If the amount of new users exceeds the current Premium package user count, you’ll be prompted by email to expand your plan or exclude these users. The automated deployment will resume at the assigned intervals once you act towards either of the options.
8. Adding Organizational Units and Groups
Adding additional organizational units and groups on your Google Workspace account requires that you synchronize your domains on Signite.
Follow this guide for more information:
Synchronizing Domains and Users
If you have any questions, please contact us at support@signite.io