<div class="support-note success primary">Note: Email signatures are one of the many useful features of Pipedrive’s Advanced and higher plans.</div>
When you’re reaching out to the contacts of your Pipedrive account, it’s valuable to provide them with the most information about you, your company and how best to contact you for more information.
To handle this efficiently, Pipedrive suggests creating a specific email signature in our email sync feature so that every customer receives the information necessary to help you close the sale. 
Learn more about leaving the right impression with a customizable email signature in <a href="https://www.pipedrive.com/blog/pipedrive-customizable-email-signature" target="_blank" rel="noreferrer noopener">our blog</a>.
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<h2>Creating your signature<a name="creating-your-signature"></a></h2>
To create your email signature in Pipedrive you have two ways:
<h3>Email sync settings<a name="email-sync-settings"></a></h3>
Go to Personal preferences &gt; <a href="https://app.pipedrive.com/settings/email-sync?tab=accounts" target="_blank" rel="noreferrer noopener">Email Sync</a> &gt; Signatures. Then, click “+ Add signature”.
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You need to add a signature name, as you can add multiple email signatures.
You’ll be prompted with the signature composer. Once you finish configuring your signature, save the changes. 
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<h3>Email composer<a name="email-composer"></a></h3>
<ul>
<li>Go to any “Compose email” prompt in Pipedrive. This can be done from the mail tab or from the “Send email” function of the detail view of a deal or contact. </li>
<li>Click on the “Select signature” button, then “Manage email signatures”</li>
</ul>
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<ul>
<li>You’ll be taken to Personal preferences &gt; <a href="https://app.pipedrive.com/settings/email-sync?tab=accounts" target="_blank" rel="noreferrer noopener">Email Sync</a> &gt; Signatures. Then, click “+ Add signature”.</li>
</ul>
<div class="support-note warning">Note: We recommend creating signatures directly in Pipedrive to avoid errors. If you create a signature externally and copy it into Pipedrive, it might create HTML inconsistencies.</div>
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<h2>Add multiple email signatures<a name="add-multiple-email-signatures"></a></h2>
You can add up to ten signatures for different purposes. To do so, go to Personal preferences &gt; <a href="https://app.pipedrive.com/settings/email-sync?tab=accounts" target="_blank" rel="noreferrer noopener">Email Sync</a> &gt; Signatures. Then, click “+ Add signature” under the previous signatures that you’ve created. 
You’ll then see a list of all the created signatures. The first signature you create will always be the default one, but you can change it by selecting another signature in the default account signature dropdown.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-05-02%20at%2017.58.07.png" alt=""></figure>
To edit a signature, hover over the given signature and click “Edit”.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-05-02%20at%2018.00.53.png" alt=""></figure>
To delete a signature, click on it and then the “Delete” button. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/delete%20signature.png" alt=""></figure>
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<h2>Using your signature<a name="using-your-signature"></a></h2>
When your signature has been successfully configured, the default signature will automatically appear in every Compose mail prompt in Pipedrive.
Any changes made to the signature will only be applied to that specific email unless those changes are made in the email signature box. 
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With your new email signature configured, you only need to write out the body of your email and send it to your recipient. Pipedrive will make sure that the recipient sees all of your provided signature information. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-08%20at%2012.50.26.png" alt=""></figure>
To select a different signature than the default in the email composer, click on the signature button and then you will see the list with your previously created signatures.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-05-06%20at%2016.47.43.png" alt=""></figure>

Email signature

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Email sync settings

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Email composer

Creating your signature

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Add multiple email signatures

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Using your signature

<div class="support-note success primary">Note: The email sync feature is one of the many useful features of Pipedrive’s Advanced and higher plans. Learn how to switch plans in <a href="https://support.pipedrive.com/hc/en/articles/115005977469" target="_blank" rel="noreferrer noopener">this article</a>.</div>
Email templates are one of the easiest ways to save time as a salesperson by streamlining the process of emailing clients.
Templates are available to <a href="https://support.pipedrive.com/en/article/how-can-i-set-up-the-email-sync" target="_blank" rel="noreferrer noopener">users who have set up the email sync.</a> To add and customize templates, go to the <a href="https://app.pipedrive.com/mail/inbox" target="_blank" rel="noreferrer noopener">Email</a> tab of your Pipedrive account and click Compose &gt; Choose template below the email subject. Email templates can also be sent or edited from the Send email prompt of any detail view in your deals and contacts. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;width:638px;max-width:638px;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-13%20at%202.29.12%20PM.png" width="638" height="397" alt=""></figure>
In addition to Pipedrive’s sample templates, you can create your own by typing an email in the composer and clicking “Choose templates” and “Save draft as a template.”
<figure style="margin-left:auto;margin-right:auto;text-align:center;width:704px;max-width:704px;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-13%20at%202.27.58%20PM.png" width="704" height="511" alt=""></figure>
<div class="support-note warning">Note: We recommend creating templates directly in Pipedrive to avoid errors. If you create a template externally and copy it into Pipedrive, it might create HTML inconsistencies.</div>
Clicking on the "Manage templates" button will allow you to edit any existing templates and adjust the order in which they appear in the template dropdown. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;width:759px;max-width:759px;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-13%20at%202.30.46%20PM.png" width="759" height="413" alt=""></figure>
Your email templates are set for your company Pipedrive account, meaning they can be set as private or shared in your company. In the Manage email templates window, a lock next to the name of a templated email means it has been made private.
<div class="support-note success primary">Note: Add in-line images and attachments to your templates to provide customers or clients with the most relevant and effective information. Click the picture icon to add an image to your template emails, or click the “Attach” button when editing templates to provide file attachments. </div>
Merge fields 
Email templates can use the specific information associated with your deals, contacts and organizations to automatically fill out specific field information when sending your templated emails. Click on the “Insert field” button in the Send email promo, and select the Pipedrive field you wish to insert – like Name or Owner – to insert that value into your email. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;width:736px;max-width:736px;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-03-16%20at%2008-23-01.gif" width="736" height="569" alt=""></figure>
Any <a href="https://support.pipedrive.com/article/custom-fields" target="_blank" rel="noreferrer noopener">custom fields</a> you have created in your company Pipedrive account will also appear as fields that can be inserted into your emails.
For Pipedrive to provide contact person or organization field information, the email must be sent to an existing person or organization in your Pipedrive account.
Similarly, for Pipedrive to provide correct deal field information, the email must be associated with an existing deal before the email is sent.
<div class="support-note success primary">Note: If you're about to send an email you have drafted for some time, click the “Update autofilled values” option in the Insert fields dropdown to update any information that’s changed. </div>

Email templates

<div class="support-note primary">
Note: This feature is only available on Advanced and higher plans. </div>
<figure><img class="vidyard-player-embed" src="https://play.vidyard.com/PPZzzMKA3Gw3mXojTsZgsn.jpg" alt=""></figure>
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<h2 style="text-align: justify">
<a name="what-is-email-tracking"></a>What is email tracking?</h2>
<a href="https://www.pipedrive.com/products/sales/email-and-communications" target="_blank" rel="noreferrer noopener">Email tracking functions</a> are used by companies that want to know when their sent emails or links were opened by their customers. Email tracking allows you to see when any email or link sent from within Pipedrive was opened by a recipient.
This is done by adding a tracking pixel to each email where tracking has been enabled, which will register when an email has been opened by the recipient and if links in that email have been clicked.
<div class="support-note primary">
Note: If a contact you’re emailing has images disabled in their email client – or if the email is set to plain text (instead of HTML) – the tracking pixel won’t work, and email opens will not be tracked. Link tracking will still function as expected. </div>
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<h2 style="text-align: justify">
<a name="how-to-enable-email-tracking"></a> How to enable email tracking</h2>
<div class="support-note success primary">Note: If you haven’t connected an email account, you can learn how to do so <a href="https://support.pipedrive.com/en/article/how-can-i-set-up-the-email-sync" target="_blank" rel="noreferrer noopener">in this article.</a> </div>
To enable email tracking in your Pipedrive account, go to Personal preferences &gt; <a href="/settings/personal/email-sync">Email sync</a>. If you have connected an email account through the email sync feature of the Advanced plan, you will find email tracking options listed there. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;width:686px;max-width:686px;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-23%20at%208.12.19%20AM.png" width="686" height="170" alt=""></figure>
<ul>
<li>
Open tracking information about when the recipient opens your sent email.</li>
<li>
Link tracking information about when any links embedded in your emails are clicked by the recipient.</li>
<li>
Notifications for tracking activities information about the above tracking data through the notification bell of the Pipedrive app.</li>
</ul>
Learn more about <a href="https://www.pipedrive.com/en/products/sales/customer-tracking-software">customer tracking software</a>
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<h2 style="text-align: justify">
<a name="using-the-email-tracking-feature"></a> Using the email tracking feature</h2>
When these options are enabled, your send mail functions – in the Mail tab and detail views – will have the icons to enable the tracking options.
To enable tracking for the email you’re about to send, click the “Track link opening” or “Track email opening” options in the send email area. 
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<div class="support-note primary">Note: In order to track email opens or clicked links, these options need to be clicked before sending the email. Email tracking will only work on emails sent from Pipedrive.</div>
Once you have sent an email, the tracking settings will be saved and set as default for future emails until changed. Email tracking information is only available per user and cannot be shared with other users.
When you’ve sent an email with these options enabled, you’ll be able to check in on this information within the sent email itself in the Mail tab. The sender can also view the information in the detail view by hovering your mouse over the associated open and link icons. You’ll also receive a notification in the <a href="https://support.pipedrive.com/en/article/sales-assistant" target="_blank" rel="noreferrer noopener">Sales Assistant</a>. 
Once an email has been opened or a link has been clicked, the icon will become opaque and hovering over the icon will provide information about when the email was opened or when the link was clicked. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;width:737px;max-width:737px;"><img src="https://kb-cms.pipedriveassets.com/Markup%202023-03-23%20at%2008.30.45.png" width="737" height="158" alt=""></figure>
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<div class="support-note success primary">Note: Emails with empty bodies will not be tracked, as the tracking pixel is rendered in the email body. </div>
The Sales Assistant will also display a notification informing you that the email has been viewed and if the link was clicked. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;width:375px;max-width:375px;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-23%20at%208.35.26%20AM.png" width="375" height="398" alt=""></figure>
Pipedrive won’t be able to provide any tracking information for emails if your customers have settings within their email client that prevent the tracking of email opens and link-clicking. If an email is sent to several recipients – for example, through cc'ing or forwarding – Pipedrive won’t be able to tell you which recipient opened the email but will still inform you that the email was opened at a specific date and time.
This will allow you to track if an email was opened by multiple recipients, but it’s worth noting that it only applies to the original recipients. If the email is subsequently forwarded, this will not be tracked.
<div class="support-note primary">
Note: The tracking pixel can be unintentionally triggered by the opening of a tracked email through the Sent folder of your email client. To avoid triggering a false open alert, stay within Pipedrive for the purposes of sending and opening your tracked emails. Opening up the email from the Sent folder of your email client will also trigger that tracking pixel.</div>
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<h2 style="text-align: justify">
<a name="filtering"></a> Filtering </h2>
You can filter for tracked emails while in the Mail tab of your Pipedrive account. 
To filter for emails with tracking enabled, go to the Mail tab, click the “Filter” button and select the “Tracked emails” option. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;width:424px;max-width:424px;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-23%20at%208.52.43%20AM.png" width="424" height="473" alt=""></figure>
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<h2 style="text-align: justify">
<a name="email-tracking-and-the-gdpr"></a> Email tracking and the GDPR</h2>
If your company is based in the EU – or deals extensively with EU customers – keep in mind that you must meet the requirements of EU laws. The <a href="http://ec.europa.eu/justice/data-protection/reform/files/regulation_oj_en.pdf" target="_blank" rel="noreferrer noopener">EU General Data Protection Regulation (GDPR)</a> protects people’s privacy and places responsibilities on anyone collecting, using, storing, or otherwise processing personal data. European data protection authorities have expressed the <a href="http://ec.europa.eu/justice/article-29/documentation/opinion-recommendation/files/2006/wp118_en.pdf" target="_blank" rel="noreferrer noopener">opinion</a> that email tracking requires that recipients have opted into the collection of tracking data. While not at the same level as the GDPR itself, such opinions are often taken into account when resolving disputes.
Pipedrive recommends that you understand the requirements of the GDPR and consult a professional, if necessary.

Email tracking

what-is-email-tracking

What is email tracking?

how-to-enable-email-tracking

How to enable email tracking

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Using the email tracking feature

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Filtering

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Email tracking and the GDPR

When setting up the people contact name merge field in your <a href="https://support.pipedrive.com/en/article/email-templates" target="_blank" rel="noreferrer noopener">email templates</a>, you will have the option to pull in the last name field, first name field, and full name field. 
<figure><img src="https://kb-cms.pipedriveassets.com/Screen_Shot_2019-06-05_at_10.17.58_PM.png" alt="Screen_Shot_2019-06-05_at_10.17.58_PM.png" width="299" height="180"></figure>
 If you have more than just a first and last name for your people contacts, the merge fields system will split up the name field as follows: 
<figure><img src="https://kb-cms.pipedriveassets.com/Screen_Shot_2019-05-29_at_4.41.30_PM.png" alt="Screen_Shot_2019-05-29_at_4.41.30_PM.png" width="501" height="205"></figure>
 
The last word in the name will always be put into the last name field, and every word prior to the last word will be put into the first name field. If there's only one word in the person contact's name, it will be pulled into the first name field as well as into any full name fields. 
 Contact name: Jenny Smith 
First name: Jenny
Last name: Smith
Full name: Jenny Smith
 Contact name: Jenny Julie Smith
First name: Jenny Julie
Last name: Smith
Full name: Jenny Julie Smith
 Contact name: Jenny
First name: Jenny
Last name: (empty)
Full name: Jenny

How are first and last names separated in email template merge fields?

Sales inbox

Knowledge Base

Sales inbox

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