Smart Fields

Manage the data fields that populate your email signatures — choose data sources, track completion, and fill missing information.

Smart Fields are the data fields that feed into your email signatures. Instead of manually entering each teammate’s information, Smart Fields pull data automatically from your existing tools — like your directory or HRIS — so signatures stay accurate without the busywork. Each Smart Field maps to a piece of teammate information (First name, Job Position, Work phone number, etc.) and syncs its value from a connected data source. The Smart Fields page is where you manage these fields, track data completeness, and fill in any gaps before deploying signatures.

Status bar

At the top of the page, three indicators give you a quick overview:

• Data Source Connected — How many data sources are currently connected and syncing data into your Smart Fields (e.g., 1 for Google Workspace).
• Used in Signature — How many of your Smart Fields are actively used in at least one signature template (e.g., 0/7 means none of your fields are inserted in a signature yet).
• Information Completed — The average data completion across all teammates and all Smart Fields, displayed as a percentage.

The Smart Fields table

Each row represents one Smart Field and shows the following columns:

Name — The field label (e.g., Profile picture, First name, Job Position). These are the names that appear in the signature editor when you insert dynamic fields.

Data source — Where this field pulls its data from. Each field shows an icon and label for its source (e.g., Google Workspace, Microsoft Entra ID, BambooHR, or Scribe). Hover over the data source icon to see when it was last refreshed (e.g., “Refreshed a day ago”).

Information completion — A progress bar and percentage showing how many of your teammates have this field filled in. Hover over the percentage to see the exact count (e.g., “2/9 teammates have Profile picture data”).

Used in signatures — Whether this field is currently inserted in one or more signature templates. Shows a dash (—) if not used in any signature.

Actions — Each row has action buttons and a contextual link that changes based on the field’s data source and completion status:

• Fill teammates data or Edit teammates data — Opens a dropdown or modal to fill in or edit the data for this field across all teammates (see Filling Smart Field data below).
• Edit Smart Field (pencil icon) — Opens the Edit Smart Field modal to change the field’s settings (see Editing a Smart Field below).
• Delete (trash icon) — Delete a custom Smart Field. Default Smart Fields (Profile picture, First name, Last name, Job Position) can’t be deleted — hovering the disabled trash icon shows “Default smart field can’t be deleted.”

Refreshing data

Click Refresh in the top right to manually sync data from all connected sources. After refreshing, a notification appears below the button showing the source name and how recently it was synced (e.g., “Google Workspace — a few seconds”).

Scribe also automatically syncs connected data sources once per day based on your time zone.

Creating a Smart Field

Click + Create Smart Field in the top right to add a new field. The creation modal has the following settings:

Name (required) — The label for this field as it will appear in Scribe. Must be 25 characters or less.

Kind (required) — The type of data this field holds:

• Text — Standard text values like phone numbers, titles, or departments
• Image — Image fields like a profile picture or company logo
• Link — URL fields like a personal website or calendar booking link

Data Source (required) — Where this field pulls its data from. The dropdown is split into two categories:

• Automated — Sync data from a connected integration. The field stays in sync automatically with each refresh. Available integrations include Google Workspace, Microsoft Entra ID, and any HRIS, business phone system, calendar, or sales tool you’ve connected on the Integrations page (see Supported integrations below).
• Manual — Store data directly in Scribe. You’ll need to fill this data yourself, via CSV, or by inviting teammates to enter it.

Source field (required) — The specific field to map this Smart Field to within your selected data source. For example, if your data source is Google Workspace, you can choose from fields like First name, Surname, Job position, Mobile phone, Home phone, or Work phone. If your data source is Scribe, the available source fields correspond to the manual fields stored in Scribe. The options in this dropdown depend on which data source you’ve selected.

Required (required) — Whether this field counts toward profile completion. If set to Yes, teammates missing this field will show as incomplete. If set to No, the field is optional and won’t affect the Information Completed percentage.

Use required fields strategically. Only mark fields as required if they’re used in your signature templates — otherwise, your completion percentage will be misleadingly low and make it harder to spot teammates who are actually missing critical data.

Editing a Smart Field

Click the pencil icon on any Smart Field row to open the Edit Smart Field modal. The modal lets you change:

Name — The field label in Scribe. For default Smart Fields (Profile picture, First name, Last name, Job Position, Work phone number, Mobile phone number), the name is locked and can’t be changed. Hovering the lock icon shows “Default Smartfield can’t be edited.”

Data Source — Switch between automated integrations and manual (Scribe) storage, using the same Automated / Manual dropdown as the creation modal.

Source field — Select which specific field to map to within your chosen data source. For automated sources, this maps to fields from your integration (e.g., Surname, Job position, Mobile phone). For Scribe, it maps to the corresponding manual field.

Required — Toggle whether this field counts toward profile completion.

You can’t change the Kind (Text, Image, or Link) of a Smart Field after it’s been created. If you need a different kind, create a new Smart Field and delete the old one.

Filling Smart Field data

How you fill a Smart Field depends on its data source. Click the action link in the Actions column (e.g., “Fill teammates data”) to see the available options.

Automated fields (Google Workspace, Microsoft Entra ID, or HRIS)

For fields connected to an integration, the dropdown shows:

• Update data on [integration name] — Redirects you to your integration’s admin console where you can update the source data directly. Once updated, the changes will appear in Scribe after the next sync or manual refresh.
• + Connect a new data source — Redirects to the Integrations page to connect an additional data source.

Since automated fields are synced from your integration, they can’t be edited directly in Scribe. You update the data at the source.

Manual fields (Scribe)

For fields stored in Scribe, the dropdown offers three ways to fill data:

• Fill data manually — Opens the Fill teammates data modal, where you can edit the field value for each teammate in bulk. The modal shows a searchable list with each teammate’s name, status (Filled or Missing), and an input field to enter the data. A progress indicator at the top shows overall completion. Click Save when done.
• Fill data via CSV — Import field values for multiple teammates at once using a CSV file.
• Invite teammates to fill data — Opens the Invite Teammates modal, where you can select teammates and send them an email invitation. Invited teammates can access their own profile to fill in their information and install their signature. They won’t have access to the rest of your Scribe workspace.

Inviting teammates is especially useful for fields your directory doesn’t cover — like mobile phone numbers or personal social media links. Instead of collecting this data yourself, let teammates enter it directly.

Default vs. custom Smart Fields

Scribe comes with a set of default Smart Fields: Profile picture, First name, Last name, Job Position, Work phone number, and Mobile phone number. These can’t be deleted or renamed, but you can change their data source, source field mapping, and required status.

Custom Smart Fields you create (like a department name, booking link, or company logo) can be fully edited and deleted.

Supported integrations

Scribe connects to a wide range of tools to automatically sync teammate data into your Smart Fields. You can connect integrations from the Integrations page. Available integrations are grouped into the following categories:

HRIS — BambooHR, Ceridian Dayforce, ChartHop, Deel, Gusto, Hibob, Lattice, Lucca, Okta, Payfit, Rippling, UKG, Workday, and Workleap Pingboard.

Business Phone System — Aircall, Cloudtalk, Dialpad, and Nextiva.

Calendar — Cal.com, Calendly, and Chili Piper.

Sales execution — Outreach.

Each integration syncs specific fields (like name, job title, phone number, or department) that you can map to your Smart Fields using the Source field selector. Once connected, data syncs automatically once per day, or you can trigger a manual refresh at any time.