Description
Once you have created a signature, you need to determine how it will be deployed to your users using signature rules.
You can deploy signatures in two ways:
Server-side: Signatures are applied once the message has been routed to Exclaimer Cloud. As the signature is applied once the message has been sent, you will not see the signature whilst composing your email. Signatures are applied to messages sent from any device, including mobiles.
Client-side: Signatures are synchronized to Microsoft 365 (Outlook), visible whilst composing your email.
This topic describes the steps on how you can define signature rules for server-side deployment only.
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 Advanced Rules tab:
- From the All Signatures tab, select the signature you want to enable, then click MANAGE.
The selected signature window is displayed.
- Select the Advanced Rules tab to set conditions for server-side deployment only.
Setting rules for server-side
To set advanced signature rules for server-side deployment- please click on the options listed below to go through the detailed description:
Only add this signature if the email subject contains
- Select Only add this signature if the email subject contains to enable the textbox.
- In This Text, enter the text required, in the email subject line, for this signature to be applied.
- Select Remove this text from subject to remove the subject trigger text from the subject before delivery. (This implies that the recipient will not see the subject trigger text in the email.)
- Click SAVE CHANGES to save the changes made; else, click CANCEL CHANGES.
Example:
Do not add this signature if the message contains
- Select Do not add this signature if the message contains to enable the textbox.
NOTE: This option might be useful in scenarios where you want to add an abbreviated version of your signature to your email 'replies' (as your initial email conversation had your full signature complete with all the brand imagery, contact details, social media links and legal disclaimer - if you keep adding your full signature to the subsequent replies then your emails will look cumbersome).
- In This Text, enter a word or phrase that triggers an exception and causes this signature NOT to be applied. For example, you can enter your company's registration or VAT number. If the exception word/phrase is found during processing, then Exclaimer Cloud will not append the signature to the email.
- From In, select whether the specified exception text should match Anywhere in email trial or Only in the most recent email.
- From If this signature is not applied, select Do not process the next signature to stop the next signature from being processed if the exception text is met, or select Process the next signature to continue to process the subsequent signatures if the exception text is met.
CAUTION! If both options Only add this signature if the email subject contains and Do not add this signature if the message contains are enabled, then the rule Do not add this signature if the message contains will take priority.
- Click SAVE CHANGES to save the changes made; else, click CANCEL CHANGES.
Example:
If this signature is applied
- From If this signature is applied:
- Select Do not process the next signature to stop the next signature from being processed if the exception text is met.
OR
- Select Process the next signature to continue to process the subsequent signatures if the exception text is met.
- Click SAVE CHANGES to save the changes made; else, click CANCEL CHANGES.
Example:
Related Topics:
Signature Overview tab - This displays a summary of the signature rules applied to the selected signature.
Signature Senders tab - This 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.
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 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.
Signature Overview tab - This displays a summary of the signature rules applied to the selected signature.
Signature Senders tab - This 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.
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 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.