Directory Sync — SignatureHQ Help

Overview

Directory Sync imports your users, groups, and Organisational Units from Google Workspace into SignatureHQ. This data powers variable substitution in signatures and determines which users belong to which groups for assignment targeting.

What gets synced

Users

Name (given + family)
Primary email
Job title
Department
Phone number
Profile photo URL
Manager email
OU path

Google Groups

Group name
Group email
Member list

OUs

OU name
OU path (e.g. /Sales/EU)
Parent OU

Info

Suspended users are excluded from sync. Shared mailboxes and service accounts are imported as users if they appear in the directory.

Triggering a sync

Go to Directory Sync in the sidebar and click Sync Now. The sync runs in the background — you can navigate away and the status updates when complete.

Directory Sync page — last sync time, user/group counts, and Sync Now button

Sync frequency

Configure automatic sync in Settings → Workspace. Available intervals: every 1 hour, 6 hours, 12 hours, or 24 hours. The default is 24 hours.

Tip

For organisations with frequent user changes (onboarding/offboarding), set sync to every 6 hours. After a sync, run a deployment to ensure new users receive the correct signature.

Sync status & troubleshooting

The Directory Sync page shows:

Last synced — timestamp of the most recent successful sync
Users / Groups / OUs — count of records currently in your SignatureHQ directory
Sync log — rows added, updated, and removed in the last sync

Warning

If the sync fails with a 403 error, Domain-Wide Delegation is not correctly configured. Go to Settings → Workspace and verify your setup. If using the Marketplace install, try reinstalling the app.