Managing Signature Users
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Learn how to manage which users receive email signatures, understand sync behavior, and control user status.
How Users Are Synced
fixSignatures automatically syncs users from your Microsoft 365 tenant:
- Automatic Sync – Every night at 2:00 AM UTC
- Manual Sync – Click “Sync Users Now” anytime
- Source – Microsoft Entra ID (Microsoft Entra ID) via Graph API
During sync, fixSignatures:
- Fetches all users from your tenant
- Filters by allowed email domains (if configured)
- Updates existing user profiles with new data
- Adds new users found in the directory
- Preserves enabled/disabled status for existing users
Accessing Signature Users
- Navigate to Settings → Signature Users
- Or click Manage Signature Users from the Dashboard Quick Actions
The page shows:
- Total synced users count
- Last sync timestamp
- User table with Name, Email, Job Title, Last Synced, and Actions
Understanding User Status
Each user has one of two statuses:
| Status | Meaning | Signature Behavior |
|---|---|---|
| Enabled | User receives signatures | Signatures inserted automatically in Outlook |
| Disabled | User does not receive signatures | No signature inserted; add-in shows “disabled” state |
Note: New users are enabled by default when synced from Microsoft 365. To control which accounts receive signatures, configure Sync Filters in your Azure AD settings before running a sync. You can filter by Azure AD group membership, account status, domain, or custom attributes (e.g., department or office location). Only users matching your filters will be synced and enabled. You can also manually disable individual users from the Signature Users page at any time, or let your package’s user limit automatically cap the number of active users.
Enabling and Disabling Users
Enable a User
- Find the user in the Signature Users list
- Click Enable in the Actions column
- The user will now receive signatures
Disable a User
- Find the user in the Signature Users list
- Click Disable in the Actions column
- The user will no longer receive signatures
Viewing User Details
Click View on any user to see their full profile:
- All synced Microsoft Entra ID fields (name, title, department, etc.)
- Contact information
- Current enabled/disabled status
- Last sync timestamp
- Assigned signature (if using group assignments)
Package Limits and User Count
Your fixSignatures plan includes a specific number of enabled users:
- Synced users – All users from Microsoft Entra ID (no limit)
- Enabled users – Users actively receiving signatures (counts against your plan limit)
Check your current usage on the Dashboard or Billing page.
For more details, see Understanding Package Limits.
Manual Sync
To sync users immediately:
- Go to Settings → Microsoft 365 Setup
- Click Sync Users Now
- Wait for the sync to complete
Manual sync is useful when:
- You’ve just added new employees to Microsoft Entra ID
- User profile information has been updated
- You can’t wait for the nightly automatic sync
Filtering Users by Domain
If your tenant has multiple email domains and you only want to sync certain ones:
- Go to Settings → Microsoft 365 Setup
- Click Edit in the Microsoft Entra ID Configuration section
- In Allowed Domains, enter the domains you want to include
- Separate multiple domains with commas (e.g.,
company.com, subsidiary.com) - Leave blank to sync all domains
- Click Save
- Run a sync to apply the filter
Troubleshooting
User not appearing after sync
- Check if their email domain is in the Allowed Domains list
- Verify they have a valid email address in Microsoft Entra ID
- Ensure they’re not a guest user (depending on your settings)
User data is outdated
- Run a manual sync to pull the latest data
- Check the “Last Synced” column to confirm sync ran
- Verify the data is correct in Microsoft Entra ID (source of truth)
Can’t enable more users
- You may have reached your plan’s user limit
- Disable users who no longer need signatures
- Upgrade your plan to increase the limit
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