Glossary

Active template The template served for new messages. A separate one may cover replies.

Add-in The Outlook extension, built on Office.js, that applies the signature when somebody composes a message.

Add-on A feature charged on top of the per-mailbox price, per organisation. There is one today, the branded link domain. A managed client’s add-ons are enabled by its provider and billed to them.

API key A credential belonging to an organisation rather than to a person, created by an Admin, or by the organisation’s IT provider, so that a script can reach Sigil unattended. It carries capabilities and no role. See API keys.

Ask the documentation A question box in the portal that answers from this documentation site and links the pages it drew on. It reads the documentation and not your organisation’s data. See ask the documentation.

Assignment rule An ordered predicate that picks a template for a person by directory attribute or Entra group membership. See assignment rules.

Attribute coverage A check of what share of your mailboxes have a value for each directory attribute a placeholder can use, so a design is not built around a field much of the directory leaves empty. See attribute coverage.

Banner A time-boxed campaign image injected above or below the signature. See banners.

Branded link domain A hostname belonging to the customer, pointed at Sigil by a CNAME, which serves that organisation’s tracked links in place of the shared one. It resolves that organisation’s links and no other’s.

Capability The unit of permission each server route actually checks. A portal role is a named set of them. See roles and capabilities.

Change log The append-only record of who changed what about an organisation, and when, including anything Tophhie Cloud support did. Opened from Audit log in the portal sidebar. See change log.

Conditional section Markup of the form {{#field}}...{{/field}} that shows its contents only when its condition holds. A condition can be one field, or several combined with | (or), & (and), ! (not) and brackets. See conditional sections.

Contact card A vCard built from the sender’s own directory record, offered either as a QR code or as a signed download link in the signature. See the contact card link.

Custom role A portal role an Admin defines, made of a name and the capabilities it reaches. It is given to people like a built-in role. See custom roles.

Direct tenant A tenant that signed up itself and pays for itself, as opposed to one managed by a partner.

Draft A template’s unpublished working copy. One per template.

Excluded mailbox A mailbox the organisation has switched off in cost management. It receives no signature on any path, and it does not count towards the seats. One decision does both, and there is no way to have one without the other. See cost management.

Failure rate The share of attempts to apply a given version that Outlook did not accept. The number a staged rollout compares between the new version and the current one.

Filtered click A hit on a tracked link attributed to a security scanner or a link preview service rather than to a person. Counted separately and excluded from the headline figures, but shown rather than hidden so the filter can be checked. See link clicks.

Footer A legal or compliance block appended below every signature at render time. See footers.

Health digest A regular email to a tenant’s administrators summarising coverage, apply failures and anything waiting on a decision. Weekly by default. See the health digest.

Inclusion mode The setting that turns the cost management list around, so that the mailboxes on it are the only ones with Sigil rather than the only ones without. One mode applies to the whole organisation, and it can only be changed while the list is empty. See cost management.

Integrated apps The area of the Microsoft 365 admin centre where an administrator deploys the add-in.

Invoice terms An arrangement under which invoices are emailed and payable within an agreed number of days rather than charged to a card. Agreed with Tophhie Cloud rather than chosen in the portal. See invoices and credits.

Mailbox-day One billable mailbox counted on one day. A partner’s monthly charge is its mailbox-days for the period divided by the days measured, which is the average the invoice charges. See partner billing.

Managed client A tenant linked to a partner, configured and billed through that partner.

NAA Nested app authentication, the mechanism by which the add-in acquires an Entra token silently from inside Outlook.

Never-applied list The list of mailboxes that have never successfully applied a signature, produced by cross-referencing the directory against telemetry. See activity.

Partner A managed service provider running Sigil for a client base. Not a tenant. See the partner programme.

Paused delivery An organisation-wide switch that stops mailboxes receiving a signature while leaving every admin surface working. It changes nothing about seats or the subscription. See pausing delivery.

Placeholder A token such as {{jobTitle}} replaced with directory data at render time. See placeholders.

Prepaid mailboxes A block of mailboxes paid for up front for a fixed term. While it runs, only mailboxes above the block are billed monthly. See billing, or for a partner, prepaid mailboxes for a client.

Profile field A custom field an organisation defines and its own staff fill in, reached in a template as {{custom.<key>}}. The only placeholder group that does not come from the directory, and the only one a colleague rather than an administrator enters. See profile fields.

Profile page The page at portal.usesigil.app/me where anybody in an organisation fills in their own profile fields, once an administrator has switched on profile editing in Settings. Needs no portal role and grants none. See filling in your own details.

Publish approval An optional per-tenant switch requiring an admin to put any body live. Editors submit drafts for review instead. See publish approval.

Role Two meanings, distinguished by context. A signature role is the slot a template fills: new or reply. A portal role is a permission level: Admin, Editor, Marketing, Viewer, Compliance, Billing, or a custom role your organisation defined.

Rollout A publish served to a percentage of mailboxes first, promoted or withdrawn on the evidence of the add-in’s apply results. See staged rollouts.

Scheduled publish A template body booked to go live at a chosen instant. The body is captured when the schedule is made rather than read when it fires. See scheduled publishing.

Seat A licensed member mailbox. Unlicensed mailboxes, which normally include shared and resource mailboxes, are free, as are accounts invited in from outside the organisation, disabled accounts, and mailboxes the organisation has kept out of Sigil in cost management, whether individually, through an Entra group, or by never including them.

Sender Whoever pressed Send, as opposed to the mailbox a message goes out from. The two are the same account on an ordinary send and differ on a shared or delegated mailbox, which is the case the {{sender.…}} placeholders and the {{onBehalfOf}} condition exist for. See sending on behalf of a mailbox.

Service credit An amount credited to an account because a month fell short of an uptime commitment. Recorded with the month it settles, and applied to a following invoice rather than paid out. See support and service level.

Staff profile details The capability covering what a named colleague entered in their own profile fields. Held by Admin and by partner Owner, Admin and Technician staff, and deliberately not by the Billing role. Separate from the capability that defines which fields exist. See roles and capabilities.

Template A signature design containing HTML and placeholders. Library-managed and versioned.

Tenant A customer organisation, keyed by its Entra tenant id.

Tracked link A redirect under e-clk.usesigil.app/r/<slug> that counts clicks without identifying the clicker, or under the organisation’s own hostname where it holds the branded link domain add-on. See link clicks.