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Signature Senders

Payal Arya
  • Updated

Description

If you want to use a signature within your organization, it must first be applied to individual users or groups of users. 

In some cases, this might be as simple as applying it to 'everyone', but you may have different requirements. For example, you might want the Marketing team to showcase an event in their signature content or the Sales team to highlight a special offer, or the Customer Services team to include opening times and so on.  

This topic describes the steps to define users (senders) for the 'selected signature'.

If you define users (senders) from within a folder, you can add or edit individuals or groups to whom the signatures will apply (within the 'selected folder').

NOTE: Any changes you make on this screen will only be applied once you click SAVE CHANGES. You can edit the different rules across multiple tabs before saving the changes.

How to access it?

To access the Senders tab:

  1. From the All Signatures tab, select the signature onto which you want to define users, then click MANAGE.

    The selected signature window is displayed.
     
  2. Select the Senders tab to add or edit specific users or groups to this (selected) signature.

Defining which sender this signature applies to 

To define specific senders (users) for your selected signature - click on the options listed below to go through the detailed description:

Everyone in my organisation
  1. Select Everyone in my organisation to apply the same signature to all users within your organisation.



    The rest of the options on this tab will be disabled if the Everyone in my organisation option is selected.

  2. Click SAVE CHANGES to save the changes; else, click CANCEL CHANGES.
Members of this group

To select specific Members of this group for the selected signature:

  1. Click  Add Group to enable the drop-down list. (Group implies members from the Microsoft 365/Azure AD or G Suite/Google directory). 
    NOTE: Only the contact details of the group synced with Exclaimer Cloud are displayed in the drop-down list.
  2. Enter the required mail-enabled security group name; this is a predictive text field, so any matched groups will be shown as you start to type. For example, typing the letter 'm' displays any groups containing that letter.



    If you don't wish to use the autocomplete option, you can clear the field and manually enter the Simple Mail Transfer Protocol (SMTP) address. 
    NOTE: Only the contact details of the sender synced with Exclaimer Cloud are displayed in the drop-down list.
  3. Click Add Group to add another group.

  4. If required, click against the group you wish to delete.

  5. Click SAVE CHANGES to save the changes made, else click CANCEL CHANGES.
Specific sender, email address or @ domain for all users in domain

To select a Specific sender, email address or @ domain for all users in domain: 

  1. Click   Add Sender to enable the drop-down list.

  2. Enter the specific sender name, email address or domain; this is a predictive text field, so any matched names will be shown as you start to type.
    - You can also use a combination of wildcard (*) and text for the email address or domain name.
    - Some examples using wildcard * are: *@greenorg.net, @domain*, @exclaimer.*, @*.de
    - If you don't wish to use the autocomplete option, you can clear the field and manually enter the email address.

  3. Click Add Sender to add another sender.
  4. If required, click  against the sender you wish to delete.

  5. Click SAVE CHANGES to save the changes made, else click CANCEL CHANGES.
Add Advanced Query

To apply the signature according to queries based on user attributes:

  1. Click  Add Advanced Query. (This option is enabled only if the Everyone in my organisation option is not selected).

    The Advanced query window is displayed:

  2. In Query Description, enter a description for the query. Once the query is complete, this description will be displayed on the signature title.
    Example: All members in the creative design team.



  3. For the selected signature, you can only select one option in the Start with section.

    - Select No-one, to start the query with no users and add matched users, or 

    - Select Everyone, to start the query with all users (everyone) and remove matched users.

  4. Now, you need to define your query:

    - From the Then drop-down, select the required option (Add or Remove) to suit your scenario. The option you select will determine what will happen to users who match the query conditions.
    Example:



    - From the User Where drop-down, select the user attribute field that needs to be matched.
    Example:



    - From the Is drop-down, select the value to determine how the user attribute value needs to be queried.    
    Example:



    - In the blank box, enter the value that needs to be matched.

    NOTE:     Value fields are not case sensitive; this means, if you enter London, LONDON or london - it will achieve the same results.

  5. Click Add Condition to add another query row.

  6. If required, click to delete the selected query row.   

  7. Click OK to save the changes made to the advanced query and close the window.
    You will now be redirected to the Senders tab, and the changes will be reflected.

    Example:

  8. Click   to edit the advanced query.

  9. If required, click to delete the advanced query.

  10. Click SAVE CHANGES to save the changes made, else click CANCEL CHANGES.

 

NOTES:
- The sender rule is processed after the product rules (server-side and client-side) and Recipient type.
- The rule checks all the senders specified in the email. The list of senders can be a combination of rules, such as individual users, groups, advanced queries, and so on.
- If signature sender rules are applied from within the folder, then the folder rules are evaluated first. And if the folder rules don't match, then the signature rules are not evaluated. 

 

Related topics:
Signature Overview tab - This displays a summary of the signature rules applied to the selected signature.
Signature Exceptions tab - This allows you to exclude specific users within your organization from using the selected signature.
Signature Recipients tab - This allows you to specify whether a signature should be applied to a message based on the recipient or a specific domain.
Signature Date/Time tab - This allows you to define a date/time period within which a signature will be used.
Signature Advanced Rules tab - This allows you to define signature rules based on email content and subject, for server-side deployment only.
Signature Enable tab - This allows you to enable (and, if required, disable) a signature either for server-side or client-side deployment or, in some cases, both.
For more information, see how you can Enable Signatures for Microsoft 365 subscription and Enable Signatures for Google Workspace subscription.