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Signature Recipients

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

Description 

Recipient rules are conditions that allow you to control whether a signature should be applied or not applied to an email based on the recipient. These rules are processed after the configuration rules (Server-Side or Client-Side).

Pre-requisites: For Client-Side Recipient rules on Microsoft 365 subscriptions, enable the Apply Recipient Settings Client-Side setting.
NOTE: Client-Side Recipient rules are not possible for Google subscriptions. Any rules set on this screen will not be applied when using Client-Side signatures in Google.

How to access it

To access the Recipients tab: 

  1. Open the Signatures page from the menu pane. Next to your signature, select MANAGE.
    This opens the Signature window.

  2. Select the Recipients tab.
NOTE: Any changes you make within tabs on the MANAGE screen will only be applied once you select SAVE CHANGES. You can switch tabs without losing your progress.

Defining which recipient(s) this signature applies to

To define recipients for the selected signature:

To set the type of recipient

The Type of Recipient options apply a signature to recipients based on their internal or external organization status.

To select the type of recipient for the selected signature: 

  1. Under Type of recipient, select either:

    All Recipients (Internal and External): The signature is applied to all recipients.

    OR

    Internal Only: The signature is applied only to recipients within your organization.

    OR

    External Only: The signature is applied only to recipients outside your organization.


    The recipient type options are found in the Type of Recipient section. These options are processed before any optional inclusions are exclusions applied.
  2. Select SAVE CHANGES to save your rules, or select CANCEL CHANGES to remove any changes made.

Under Optional inclusions and exclusions, you can set further rules to refine your choice of recipients.

NOTE: Optional inclusions and exclusions are processed after the Type of Recipient settings. Specific recipients added must match the set Type for the signature to apply correctly. For example: if you set the Type of Recipient to Internal Only, but add an external recipient in Include, that recipient will not receive the signature.

To set included or excluded recipients for the selected signature, select an option below to view the related instructions.

Inclusions

To include the selected signature on the email addresses of specific recipients or domains:

  1. Select  Add Inclusion to enable the entry field.


    Add an Inlusion to include a specific recipient.

    Enter a recipient's email address or @domain name.
    TIP! You can also use wildcard (*) when entering an email address or domain name. Wilcard represents any available characters attached to the complete text. Exclaimer allows for any amount of characters to be susbtituted 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.
  2. Select  Add Inclusion to add another email address or domain.

  3. Select the bin icon to delete an email address or domain.

  4. Select SAVE CHANGES to save your rules, or select CANCEL CHANGES to remove any changes made.
Include Salesforce Lists
To include the selected signature in recipient lists synced from your Salesforce account:
NOTE: To use this feature, you must connect your Salesforce account.
  1. Select Add Salesforce List to enable the entry field. Available lists synchronized from Salesforce are: Contact, Account, and Opportunity lists.


    Add a Salesforce list to include all contacts on the list to the recipients.
  2. Enter the name of your Salesforce list. Use the Add Saleforce List button to add another list.

  3. Select the bin icon to delete a list.

  4. Select SAVE CHANGES to save your recipient settings, or select CANCEL CHANGES to remove any changes made.
Include HubSpot Lists
To include the selected signature in the recipients list from the HubSpot account:
NOTE: To use this feature, you must connect your HubSpot account.
  1. Select Add HubSpot list to enable the entry field. 


    Select the recipient from the list synchronized from the HubSpot CRM. 
  2. Select the recipient from the list synchronized from the HubSpot CRM. Use the Add HubSpot list button to add another list.

  3. Select the bin icon to delete a list.
Exclusions
NOTE: If inclusions have been defined, they will be processed before exclusions. Inclusion conditions must be met for rules processing to continue. When exclusion conditions are met, the signature is not applied for the specified recipients.

To exclude the selected signature from the email addresses of specific recipients or domains:

  1. Click Add Exclusion to enable the text box.


    Add an Exclusion to stop a specific user from receiving the signature.
  2. Enter a recipient's email address or @domain name.

    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. Select  Add Exclusion to add another email address or domain.

  4. Select the bin icon to delete an email address or domain.

  5. Select SAVE CHANGES to save your rules, or select CANCEL CHANGES to remove any changes made.