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Manage Signatures Rules

Payal Arya
  • Updated

    • Manage signature rules allows you to review and update the rules applied, for the selected signature, to target specific senders and recipients.  

    From the left-hand pane, click Signatures. All relevant functionality to setup the signatures is displayed on the right-hand pane. From the All Signatures tab, click Manage against the signature you want to define signature rules.   

    The selected signature pane is displayed. 

    The below screenshot outlines the different options to help you define signature rules in the new Exclaimer Cloud interface. 

    You can manage all information related to the selected signature from the different tabs available:

    Displays the signature name you selected in the All Signatures tab.
    You can edit the signature name.

    Overview tab: Displays a summary of the signature rules applied to the selected signature.

    You can perform additional actions on the selected signature, such as you can move signatures from one folder to another, export signatures, duplicate signatures, delete signatures and test if the signature works.

    NOTE: Export Signature is not available in this release.

    Senders tab: Allows you to define specific senders (which includes, groups, email addresses or domains) from within your organization who will be included to use the selected signature.

    For example, you want the signature to be applied to all the members of the Sales group, within your organization. Now, to make things complex - let's say if Jon (a member of the Sales group) already has a different signature assigned to his email, and if his assigned signature is higher in the sequence list then it will take preference over the generic Sale group signature. 
    Exceptions tab: Allows you to exclude specific users within your organization from using the selected signature.

    For example, you want the signature to be applied to all the members of the Sales group except Jon.

    Recipients tab: Allows you to specify whether a signature should be applied to a message based on the message recipient or a specific domain.

    For example, you can create internal or external based signatures. Internal based signatures can be for all colleagues within your organization. And, you can specify that any emails with internal based signatures don't need to have the legal disclaimer, marketing logos and so on applied to them.
    Date/Time tab: Allows you to define a date/time period within which a signature will be used.

    For example, you might define a signature with time-limited promotional content; include a holiday message at certain times of the year, and so on.

    Advanced Rules tab: Allows you to define signature rules based on email content and subject, for server-side deployment only.
    Enable tab: Allows you to enable (and if required, disable) a signature either for server-side or client-side deployment or in some cases both.

    For example, you might have previously disabled a signature (instead of deleting it) as you didn't want to use it at that time. Now that you want to start using it again, you will need to enable the signature.

    Server-side signatures imply that the signatures are applied after the message has been sent.

    Client-side signatures imply that the user can see the signature whilst composing messages in Outlook (and Apple Mail).
    For client-side deployment, you need to ensure that the Cloud Signature Update Agent is installed on the end user's PC for it to download signatures for use in Outlook. The Exclaimer Cloud Signature Update Agent webpage is displayed with two download options: Windows and macOS.