Scenario
To reduce billable traffic, you need to only route emails to the Exclaimer servers for those users who need a signature.
By default, once the Server-Side setup is completed, the system will route the emails for 'all users' to Exclaimer for processing.
Resolution
Select the required options listed below to go through the detailed description:
To restrict the routing of user emails to the Exclaimer servers, you can modify the mail flow rule in Exchange Online to send an email to Exclaimer only if the sender belongs to a group in Microsoft 365.
To route specific users' email to Exclaimer:
- Sign in to the Exchange Online admin portal (https://admin.exchange.microsoft.com) as an Administrator.
The Exchange admin center is displayed.
- From the left-hand navigation menu, select Mail flow, then select Rules.
- In Rules, select the Identify messages to send to Exclaimer rule.
The details are displayed on the right-hand pane.
- Select Edit rule conditions.
Example:
Select Edit rule conditions.
- Select + (Add condition) to add another condition.
Example:
Select + to add another condition.
- From here you can either:
Option 1 - Include a group of users
Example:
Select the options from the drop-down lists.
Option 2 - Exclude a group of users
Example:
- From the Select members panel, select the group that you would like to either include or exclude.
NOTE: It is only possible to specify a mail-enabled security group or a distribution group.
You can also specify a group that the mail flow rule applies to when running the connector setup. You can do this either by running the Server-Side setup or manually doing a data synchronization. - Select SAVE to save the changes made.
WARNING! Any changes to the mail flow rule can take up to one hour to fully replicate in Microsoft 365.
If you experience any issues when trying to modify mail flow rules, please contact our Support team, and we'll be happy to help.
To route specific users' email to Exclaimer:
- Log in to the Google Workspace Admin Console. The Admin console screen is displayed.
Admin Console screen.
-
Select Apps from the Google Workspace Admin console.
Select Apps. -
Select Google Workspace.
A list of all Google Workspace apps is displayed.
Select Google Workspace.
List of Google Workspace apps displayed. -
Click Gmail (click anywhere in the row - don't select the checkbox) to display the settings.
Click Gmail. - From the list of all Gmail settings, select Compliance.
NOTE: We are assuming you have already configured the Content compliance. If not, see how you can configure the Exclaimer Content Compliance rule. - Scroll down to Content compliance.
You will see the configured content compliance displayed.
Content Compliance
- Identify the Content compliance rule configured for Exclaimer, then select Edit.
Select Edit in Content compliance rule configured for Exclaimer.
The Edit setting window is displayed.
Edit Setting window.
- Scroll to the bottom of the Edit setting window and select Show options.
Select Show options.
- Scroll down to Envelope filter and select Only affect specific envelope senders.
Select Only affect specific envelope senders.
- From the Group membership (only sent mail) drop-down, select the Group membership (only sent mail) option.
Select Group membership (only sent email).
- Select the Select groups option.
Select groups.
The Select Groups window is displayed.
Select Groups window,
- Select the specific group which contains the users you wish to route to Exclaimer.
- Select SAVE to save the new settings.
How to prevent certain emails routing to Exclaimer