Handling Signature Correction Requests

In enterprise organizations, non-admin employees are strictly sandboxed to the /my-signature portal. While employees can self-manage designated delegated variables ({{variable#}}), directory variables ({{variable}}) such as job titles, departments, and corporate phone numbers are locked to preserve data governance.

When an employee detects an error in their locked directory attributes, TeamSigs provides a structured in-app issue reporting workflow that packages diagnostic data and notifies administrators directly.

The Employee Reporting Flow (`#report-issue-modal`)

From the /my-signature view, employees have access to a Report an Issue button situated beside their signature preview.

When clicked, the application opens an interactive reporting modal (#report-issue-modal) where the employee enters an explanation of the required change (e.g., "Promoted to Lead Architect; please update my job title and extension").

Data Packaged in the Report Payload

To eliminate ambiguity and prevent back-and-forth communication, the system automatically collates a diagnostic snapshot when the modal is submitted:

Parameter	Diagnostic Content	Purpose
Employee Identity	Employee's full name, email address, and internal member ID.	Identifies the exact directory record to modify.
Active Template	Template ID and template display name assigned to the employee.	Identifies which template layout is rendering the data.
Current Data Snapshot	Complete JSON payload of the employee's active record, including `job_title`, `phone`, `department`, and `custom_fields`.	Provides administrators with the baseline data before edits.
Employee Message	The verbatim correction text entered by the employee.	Specific instructions on what needs to be changed.
Timestamp & Session Info	Submission timestamp and browser user agent.	Facilitates audit tracking and technical verification.

Automated Administrator Notification

Upon submission of the modal, the backend dispatches an automated alert email to the organization's registered workspace administrator(s):

Email Subject: [TeamSigs] Signature Correction Request from {Employee Name}
Sender: TeamSigs System <[email protected]>
Email Content:
- Employee name, email, and department.
- The employee's exact written request.
- Comparison block displaying current directory parameters.
- Direct action deep-link: Review in Team Directory (https://teamsigs.com/team?search={email}).

Resolving Requests in the Team Directory

Administrators can review and apply requested updates in a few clicks:

Step-by-Step Resolution Procedure:

Click the deep-link in the notification email, or navigate directly to Team (/team) in the TeamSigs navigation bar.
In the Omnibox search bar (#member-search), enter the employee's name or corporate email address.
In the filtered results, click the Edit (pencil) icon on the employee's row.
Modify the requested field(s) in the Edit Member modal (e.g., update job_title from Senior Engineer to Lead Architect).
Click Update Member.

Instant Reflection on `/my-signature`

Because TeamSigs compiles signatures dynamically from database records upon page load:

No Delay: The moment the administrator clicks Update Member, the database transaction commits immediately.
Instant Verification: When the employee refreshes /my-signature, the visual signature preview renders with the updated information.
Adoption Audit: The employee can immediately click Copy for Gmail, Copy for Outlook, or Copy for Apple Mail to deploy their updated signature into their mail client.