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Signature Sender Exceptions

  1. Exclaimer Knowledge Base
  2. User Manual
  3. Signatures
  4. Manage Signature Rules
Payal Arya
  • Updated

Description

Sender Exceptions rules allows you to exclude individual users or groups from using a particular signature on their emails. These rules are processed alongside any Sender rules you have set - your signature is applied to everyone you have set as a sender except for any users you specify in the Exceptions tab. 

Tip! You can also exclude senders for whole folders by using the Exceptions tab from within the folder. For more information on applying folder-specific rules, see Signatures within folders.
NOTE: This feature is only available to users on Standard or Pro plans. For more information, see Exclaimer pricing plans.

How to access it

To access the Exceptions tab:

  1. Log in to your Exclaimer subscription and select Signatures from the menu sidebar.
     
  2. Locate your signature and select Manage Rules.

    This opens the Manage screen.
     
  3. Select the Exceptions tab.


    Select the Exceptions tab.

Defining which sender this signature will not apply to

To exclude specific senders for your signature, use the configuration options in the Exceptions tab.
If multiple options are configured, each sender condition will be added to the list of excluded senders, acting like a logical OR operator. All applicable sender rules will be applied.

NOTE: Any changes you make within this tab will only be applied once you select Save. You can edit rules across multiple tabs before saving.

Select an option below to view the related instructions:

Members of this group

This option stops the signature from applying to members of a group that you have configured using your Microsoft or Google Directory. For information on creating groups, see How to create a mail-enabled security group.

To exclude a group:

  1. Select Add Group to enable the drop-down list.
     

  2. Under Members of this group, enter the group name. The predictive text field displays names as you type.

     
    Enter your text.

    NOTE: Only the contact details of mail-enabled security groups and distribution groups synced with Exclaimer are available to select.
  3. To exclude another group, select Add Group. To delete a group, select the bin icon .
     
  4. In the unsaved changes banner, select Save to apply your rules, or select Cancel to revert all changes.
Specific sender, email address or @domain for all users in domain

This option stops the signature from applying to manually selected users or domains. Using an @ domain excludes all users with that domain in their email address.

To exclude a specific sender, email address or @ domain: 

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

  2. Enter the specific sender name, email address or domain. The predictive text field displays names as you type.


    Enter your text.

    Tip! You can also use wildcard (*) when entering an email address or domain name. Wildcard represents any available characters attached to the complete text. Exclaimer allows for any amount of characters to be substituted for wildcard.
    Some examples using wildcard are:
    *@greenorg.net - this would include any email addresses that are followed by '@greenorg.net'.
    @exclaimer.* - this would include any domains attached to Exclaimer email addresses.
    @*.de - this would include any domains that are followed by .de.
  3. To exclude another sender, select Add Sender. To delete a sender, select the bin icon  .
     
  4. In the unsaved changes banner, select Save to apply your rules, or select Cancel to revert all changes.
Advanced Query

This option stops the signature from applying to senders based on user attributes that are assigned to your users in the Microsoft or Google directory. 

To exclude senders with specific user attributes:

  1. Select Add Advanced Query.

    This opens the Advanced Query window.


    The Advanced Query window.
     
  2. In Query Description, enter your text to name your query. This description appears in your Exclusions tab to identify the Advanced Queries you have set.
     
  3. Under Start with, select either:

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

    or

    Everyone to start the query with all users and remove matched users.
     
  4. From the Then drop-down, select either Add or Remove to choose whether you are including users that match your conditions or excluding them.


    The Then drop-down chooses whether to add users or remove users who match the attribute data query.
     
  5. From the User Where drop-down, select a user attribute field to check the data for.


    The User Where drop-down contains the user attributes to query.
     
  6. From the conditions drop-down, select one of the following options to set how your attribute data is checked:
    is - the attribute data must completely match the following text.
    contains - the attribute data must have the following text somewhere within it.
    starts with - the attribute data must begin with the following text.
    ends with - the attribute data must end with the following text.
    is not - the attribute data must not be the same as the following text.
    does not contain - the attribute data must not have the following text anywhere within it.
    does not start with - the attribute data must not begin with the following text.
    does not end with - the attribute data must not end with the following text.

    This drop-down contains options to set how your attribute data is checked.
     

  7. In the blank text box, enter your text. This field is not case sensitive.

    NOTE: Your query uses the options and text to search for users that match the criteria and either set or eliminate them as senders.
    Some examples of queries are:

    Start with: No-one, Then: Add > User Where: JobTitle > includes > Sales will exclude only users with the term Sales anywhere in their job title from sending this signature.
     

    Start with: Everyone, Then: Remove > User Where: EmailAddress > ends with > example.com will exclude everyone as a sender except for any users whose email address ends with example.com.


    A completed query. As an example, this query excludes only users whose postcode starts with BD.
     

  8. To add another query row, select Add Condition. You can have a maximum of ten conditions.

    NOTE: Stacked conditions will be processed in order. If conditions are conflicting, the condition that is higher in the list will take priority.
  9. To remove a query row, select the bin icon . 
     

  10. Select OK to save your query and return to the Senders tab. Your query is displayed with its Query Description.


    An active Advanced Query. 

    NOTE: Select the pencil icon  to edit the advanced query. Select the bin icon to delete the advanced query.
  11. In the unsaved changes banner, select Save to apply your rules, or select Cancel to revert all changes.
NOTE: If sender rules are set for a folder and for an individual signature, the folder rules are evaluated first. If the folder rules cannot be processed, then the signature rules are not evaluated.