What is an auto signature, and how is it used?

Streamline your workday with three unique ways to use auto signatures.

Discover three practical ways to make the most of auto signatures for a more efficient workday. Reduce turnaround times and costs while signing essential documents effortlessly, regardless of your location or device. In this helpful guide, explore three time-saving ways that automated signatures can help make your processes run more smoothly.

What is an auto signature?

What is an auto signature? An auto signature is a personalized block of text, and often images, that is automatically added to the end of various digital documents, including emails, electronic contracts, PDFs, and other electronic files. It typically includes the sender’s contact information, job title, company details, and sometimes additional elements like logos or social media links. Auto signatures are used to provide essential contact information, establish branding, and help ensure document authenticity in various digital contexts.

How to use an automated signature.

Adding an automated signature to your digital communication is a valuable and straightforward practice. Let’s go over how you can set up and use your auto signature effectively.

1. Create a template to use with auto signatures.

Document templates can automate back-and-forth emails and potentially replace hard copies altogether. For example, you might need new clients to sign paperwork during their onboarding process. Instead of asking each client to visit your office to sign hard copies, you can offer both convenience and efficiency by switching to online e-signatures.

Include your automated signature in document templates to save time. If you’re new to auto signatures, you can use a PDF manager like Adobe Acrobat to get started.

2. Validate document signatures.

It’s critical to validate signatures for legal documents like contracts, NDAs, and so on. To streamline this process, visit your PDF manager and check your validation or verification settings to change document preferences.

Now, each time you open a signed document, each signature is validated automatically.

3. Sign documents electronically.

Once your auto signature is set up, you can electronically sign documents like lease agreements, employment contracts, and more. Here’s how to do it using Acrobat:

1. Open a document in Acrobat.

2. Click the sign prompts or fields.

3. Alternately, visit Manage, then choose Waiting For You > View & Sign.

4. Select Apply or Click to Sign.

If you need to change your auto signature or add a new one, go back to your profile and click Create at any time. And if you need to initial a document, select Create to set up your electronic initials. For added security, set up a electronic signature that’s certificated-based.

When to not use an auto signature.

In certain situations, it’s best to skip the use of auto signatures to maintain appropriate and effective communication.

• Personal emails. For messages to friends and family, it’s often more personal to exclude an auto signature.

• Confidential content. Omit auto signatures when discussing sensitive information to enhance privacy.

• Quick replies. In very short messages or one-sentence responses, auto signatures can seem excessive.

• Community participation. Avoid promotional signatures in online forums or community discussions to foster a sense of community.

• Shared accounts. Auto signatures don’t work well in email accounts accessed by multiple users. It’s better to keep them off in such cases.

Save time with automated signature technology.

By eliminating the need to manually input your details each time, you save time so you can focus on what matters most — the content of your message.

Discover what more you can do to take advantage of automated signature technology.