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Synchronize user data

  1. Exclaimer Knowledge Base
  2. User Manual
  3. Settings
  4. Sender Management
Payal Arya
  • Updated

Description

If you have made changes to your users' data within Microsoft 365 or Google Workspace, you will need to manually synchronize the changes with Exclaimer in order to apply the updated signatures to email messages.

NOTE: You do not need to change the account used to synchronize data. Account details are not used for performing ongoing data synchronization between Azure Active Directory and Exclaimer Signatures for Microsoft 365. Once permissions are granted during the onboarding process, credentials are no longer needed.
We recommend! Allow a couple of hours after making changes in Microsoft 365 or Google Workspace before you manually synchronize data.
For Microsoft 365: An automatic sync is done to user data twice a day.
For Google Workspace: An automatic sync is done every 12 hours.

How to access it

To access the Start Sync option: 

From the header bar, select the cogwheel icon, then select Sender Management.


The Settings menu is found under the cogwheel icon.

Navigate to the Start Synchronization section.


The Start Synchronization option within a Microsoft 365 subscription.

Manually synchronizing user contact details

REQUIRED! You need Microsoft 365 Global Administrator credentials to configure your subscription. 

To synchronize user contact details: 

  1. Select which members of your organization you wish to synchronize with Exclaimer:

    Select Synchronize All Users to synchronize the contact details of all members of your organization with Exclaimer.

    OR

    In Group, enter a mail-enabled security group you wish to synchronize from the existing Azure AD groups.


    The Start Synchronization section.
  2. Select Start sync to start synchronizing the data from Azure AD/Google Workspace.

    A confirmation message is displayed, along with the date and time when the sync is completed.
  3.  
How to troubleshoot issues with data synchronization

A user or group is missing

If you find that a user or group is missing from the Senders or Recipients selection boxes, then we recommend:

Verify the settings for Synchronize only users in this group. This setting restricts the scope of the data synchronization to users and groups that are members of the group specified.


The Synchronize only users in this group option.

A synchronization has been in progress for a long time

Typically, the data synchronization may show as in progress during the global automated data synchronizations that occur at 00:00 and 12:00 UTC.

Allow up to 90 minutes for the data synchronization to complete. If the data synchronization takes longer than 90 minutes, contact Exclaimer Support for further assistance.

User data is missing after a synchronization

Verify that the visibility settings are correct for the field within the signature design.

To check visibility settings:

  1. Open the required signature template within the Signature Designer.

  2. Select the field you wish to check the visibility properties for.

  3. In the Properties pane, expand the Visibility section.

  4. Check that the visibility settings for the selected field do not prevent the field from displaying for the user.


    The Visibility properties in the Signature Designer.

  5. Select Save Changes to save any changes made to the template.

Occasionally, delays between Microsoft 365 and Azure AD can prevent Exclaimer from synchronizing the most up-to-date user data.

You may need to allow up to 2 hours after entering new user data in Microsoft 365 for the data to be synchronized to Azure AD.

Tip! To verify if the data is available in Azure AD via Graph API, see How to use Graph Explorer to query Azure AD for specific user data.