Relevant Products: Exclaimer Cloud - Signatures for Office 365 | Exclaimer Cloud - Signatures for G Suite
Scenario
If you want to use a signature within your organisation then it must be first applied to individual users or to groups of users within your organisation.
In some cases, this might be as simple as applying it for 'everyone', but you might have different requirements. In some scenarios, you might want two signature designs, one for internal signatures which will have a simple design and the other one for external signatures which will be more elaborate and have full contact details. In another scenario, you might want the Marketing team to showcase an event in their signature content or the Sales team to highlight a special offer, or the Customer Services team to include opening times and so on.
This topic describes the steps to define users (senders) of the selected signature.
Resolution
To apply signatures to users or groups of users:
- Log into the Exclaimer portal (portal.exclaimer.com).
- Click the Launch button for your subscription.
- Create a new signature policy (or modify an existing one).
- Hover your cursor over the signature and click the Select senders option.
- The Select senders window is displayed. As required, select the relevant tab: Include or Exclude.
Notes:
The Include tab displays a list of all people/groups who will be included 'as sender' for the selected signature.
The Exclude tab displays a list of all people/groups who will not be included 'as sender' for the selected signature.
- Click the Add People/Groups button to add specific people/group within the selected tab.
The Add person/group window is displayed:
- Select an option as per your requirements:
- Everyone in my organisation: applies the same signature, to everyone's email, in your organisation.
- Members of this group: consists of options to add required groups for the selected signature.
This is a predictive text field, so any matched groups will be shown as you start to type. For example, typing the letter 'a' displays any groups that start with that letter.
If you don't wish to use the autocomplete option, you can clear this field and type your own Simple Mail Transfer Protocol (SMTP) address manually. You can add multiple groups as well, confirm your selection after each entry then repeat the process as many times as required.
- Specific user or email address: consists of options to add specific users or email address for the selected signatures.
This is a predictive text field, so any matched groups will be shown as you start to type. For example, typing the letter 'a' displays any groups that start with that letter.
If you don't wish to use the autocomplete option, you can clear this field and type your own SMTP address manually. You can add multiple groups as well, confirm your selection after each entry then repeat the process as many times as required.
- Advanced Query: consists of options to help you apply the signature according to the queries based on user attributes.
Note: For more information, see How to apply a signature using user attributes - Click OK to confirm the changes made and close the window.
Note:
Once you have defined who the signature is for, you can apply signature rules to determine the circumstances under which the signature must be applied for the selected users (for example, for messages sent internally or externally).
You can also further refine the application of signatures by excluding messages where the message body includes specified text and/or by specifying a time period.