Administer eMailSignature

Create an email signature

  • eMailSignature > Signatures, New.

Edit HTML Format

  1. eMailSignature > Signatures and select a signature.
  2. Edit the following general signature information:

    Description Signature description, which is only for your own record and is not shared with anyone.
    Data Source Data source from which custom user information will be extracted for signature's fields such as user name, telephone and so on.
    It is advised to leave the default value 'Active Directory'. For information on alternative data sources, see Integration module.
  • In the signature's editor, to insert a new field, place a cursor in the desired place and click 'Insert Field'. From the list of available fields that appears, select a field.

    The field is added to the signature and will extract custom user information from the Active Directory when signatures will be generated in user emails.

  • To edit signature's design, you can edit signature's HTML code manually, or you can use the built-in editor.
    It is out of this manual's scope to describe HTML coding, but if you have your signature design already, we can help you write the HTML for it. Please send an email with your design to to get your custom email HTML quotation.
    Editing signature's design in the built-in editor is simple and very similar to Microsoft Word editing controls.
  • To save the changes made to the signature, click 'Save'.

Generate Plain Text format from HTML used as reply/forward

Plain text signatures are still used in replies/forwards.

  1. Click Signatures. From the signatures list that appears, select a signature used for reply/forward.
  2. To create the TXT format, select Plain Text from the drop-down.

    The plain text format is generated automatically and the following message appears:

  3. If changes are required, you can edit the TXT format manually in the built-in editor.
    Note: Images are not supported in TXT format
  4. Click Preview, select Plain text signature, close the window and save the changes when you are happy with the result.

Generate Rich Text format from HTML

RTF signatures are used when replying RTF emails. We recommend creating RTF email signatures only for reply.

  1. Click Signatures. From the signatures list that appears, select a signature used for reply/forward.
  2. To create the RTF format, select Rich Text from the drop-down.
    If the RTF format is created successfully, the following message appears.

    The RTF format is created and can be now generated directly from the HTML format or edited in the built-in editor.

  3. To generate the RTF format from the HTML format, click Generate from HTML.
    However, note that complicated signature designs containing tables can be difficult to convert from HTML to RTF.
    Therefore, we recommend more simple design for the RTF format.
  4. You can edit the RTF format manually in the built-in editor.
    Note: Images are not supported in RTF format
  5. Click Preview, select Rich text Signature, close the window and save the changes when you are happy with the result.

Preview before you save

Prior to deploying email signatures, they can be previewed.

  1. Click Signatures > Preview.

    The Preview Signatures window appears displaying the signature that is currently being edited.
    The email signature is opened in the preview mode with the custom user information extracted from the Active Directory for the currently logged on user.

  2. To preview the email signature for a different user, in the Preview as field, enter account's initials for which you want the signature to be previewed.
    A list of most recently previewed users appears.

  3. To preview different email formats, click the HTML signature, Rich Text signature, or Plain text signature tabs.

  4. To preview the signature together with a disclaimer or a campaign, select them from the respective drop-down lists.
    Note: The campaign drop-down list only appears if the campaign module is licensed.

Add logo and images

Commercial email messages often contain images, graphics and other design elements. When a message is sent in the HTML format, images used in the message body can be referred on a public web folder or a network share.

If you manage Outlook email clients, there are no general recommendations on whether to use web folder or a net share. Some clients prefer to re-use the images used on their web site, while other clients prefer to refer to images on a net share if their web server is unstable.

On the other hand, if you also manage email signatures on mobile devices, tablets or Outlook Web, only images on web folders can be used.

Best Practices

  • Use .JPG format.
  • Use image in correct dimension (do not scale height and width in HTML).
  • Make sure you add height and width attributes (use the built-in designer or add to HTML source code).

Manage images

  1. All users must be able to read the image file, as eMailSignature will copy it from this location when generating email signatures.

  2. To add images to the collection, click Add:

    Note: You cannot use file name with 'logo' in it. Use your company name and avoid spaces in the file name.
  3. Click 'Save'.

Insert image

  1. Open an email signature in which you want to insert an image, in the editor window, click the cursor in the place, where the image is to appear.
  2. Click Insert:

  3. To add the image height and width:


    As HTML style is not supported on all email clients, click source and remove the style ...
    <img style="width: 200px; height: 47px;" alt="eMailSignature" src="eMailSignature_200_pix.jpg" border="0" />


    ... and insert HEIGHT and WIDTH:
    <img alt="eMailSignature" src="eMailSignature_200_pix.jpg" border="0" height="47" width="200" />

  4. To save the changes made, click 'OK'. Repeat for all images.

How to style your email signature links

Your corporate email signature will stand out and look more professional:

How to avoid blank fields in email signatures

If you are pulling the majority of your email signature details from Active Directory. The problem you might face is that some users don't have all the information entered into AD (generally because it doesn't relate to them - for example, mobile numbers aren't assigned to all employees, or they don't have access to one).

In this case, when an employee sends an email and a mobile number isn't entered into AD against their name, there is blank line in the signature when an email is sent.

eMailSignature can be configured to exclude a certain field if information doesn't exist and essentially, stop the blank line from appearing:

Regards
John Doe
Service Desk

Telephone: 404-835-9421
Mobile:
Fax: 404-835-9421

This code removes Mobile: ((Mobile_number)) (including line break):

{$$NULL(Mobile_number)$$VALUE(Mobile: ((Mobile_number))<br>)$$}

Regards
John Doe
Service Desk

Telephone: 404-835-9421
Fax: 404-835-9421

How you use the NULL syntax depends on your design, so you need to do this in your HTML source. Remember to preview before your save

General settings for all email signatures

Configuration -> Outlook:

The settings will take effect the next time the users run sign.exe.

Deploy email signatures

Deploying email signatures means assigning and managing email signatures for users:

  • Default email signature
  • Reply/forward email signature
  • Optional email signatures (these are referred to as 'available' in the management console)

Settings apply the next time users run the sign.exe file.

Priority

If no individual, group or rules apply the 'All' setting will always apply.

  1. Individual
  2. OUs/Groups/Rules
  3. All

For all

Ensure that at least one email signature is selected for all users, as this is the last priority and will apply if users are not members of any OUs/groups/rules.
  1. Click 'All'.

  2. To make optional email signatures available, select the 'Available' check box:

For organizational units (OUs)

There can be several Organizational Units (OUs) nested inside a OU, but a user can only exist in one OU. Often members of one OU needs to have certain email signatures, while members of another OU need to have a different set of email signatures. This can be managed using OU deployment.

If a user is not a member of any of the imported OUs, for all settings will be applied.

Here is an example of OUs defined in Active Directory. The top-level OU is Corporate, which is then divided into Europe, USA and then further down again. You may want to have a special set of signatures for Germany and Chicago, respectively.

  1. Click on 'OU' in the Signatures tab.

  2. In the 'Organizational Rule-Based Deployment' dialog that appears, click 'New Rule'.

  3. Enter the name and the description of the rule in the corresponding fields. Then click 'OK'.
  4. Select the rule in the Rule Name list of the 'Organizational Rule-Based Deployment' dialog.

For groups

Users can reside in several groups with different email signature settings, which can result in conflicts and make it difficult to manage deployment.

We suggest that you create distribution groups for managing email signatures and make sure that users are only member of one group.

  1. To select a group, expand the 'Groups' button and select 'Add Group'.

    A list with available groups in the AD appears describing group name, group type and ID.

  2. In the list, double-click the groups where you want to manage members email signatures.
    Tip: If you need to select many groups, you can filter them by typing in a search criterion in the search box. Use * for a wild card search.

    When all necessary groups are selected, click 'Close'.

  3. For each group click the column and select the email signature:

Setting priority groups

If a users is a member of several groups, and each group has its own signatures set, signatures set for groups that are defined as Priority groups will be available for this user. To promote a group as a priority group, click in the 'Priority' column of the group.

If a user is a member of several priority groups, random signatures from signatures assigned to these groups will be available for this user.

Rule-based

Rule-Based Deployment is more flexible than deploying to OUs/groups in Active Directory. Based on employee information in the employee SQL database (which can be a replica of AD, ERP, SharePoint or any other SQL Server based solution) email signatures can be deployed based on conditional data.

A rule statement consists of the rule expression, and the action to be taken.

For example, if a user's Job Title is 'Sales Manager' then a certain set of signatures should be deployed, e.g. if there is a special promotion from a certain vendor, then by applying a title reference or certain competence or sales area we can ensure that only this group of people will have a special promotional email signature.

More technically speaking, an IF >> THEN systematic can be used for rule-based deployment. Rule-based deployment can only be used with SQL database as the data source.

  1. Click 'Rules' in the 'Signatures' tab.

  2. In the 'Advanced Rule-Based Deployment' dialog that appears, click 'New Rule'.

  3. Enter the name and the description of the rule in the corresponding fields. Then click 'OK'.
  4. Select the rule in the Custom Rules list of the 'Advanced Rule-Based Deployment' dialog.

For individuals

  1. Click 'Individual'.

  2. Ensure that at least one signature is deployed for all users, as described previously. If a user is not a member of any group, this signature will apply.
    The following window appears. It is empty if you have not run eMailSignature for any user yet.

  3. To deploy individual signatures for a user, the user needs to appear in this list. A user appears in this list automatically after he/she has run the sign.exe file. Ensure that for all users that need individual signatures, the sign.exe file is run.
  4. To add available signatures for a user, click in the 'Available signatures for this user' column of the user, and in the signatures list that appears select the necessary signatures. To save the changes, click 'Save'.

  5. To select the default and the reply/forward signatures for the user, click in the respective columns and select the signature from the list.
  6. To make the signatures settings for the user enabled, select the 'Apply' check box for this user.

Additional deployment options

SILENT DEPLOYMENT

You can select the SILENT DEPLOYMENT TM if you want to deploy signatures silently. This means no changes in Outlook, and the signatures just become available for insertion on the right-click when composing an email in Outlook. This setting is often before you go live where you make sure that everything is working as expected - or if you don't want to enforce a company policy where users keep their existing email signature settings.

These settings will not be enforced when 'SILENT DEPLOYMENT' is selected:

  • Default email signature.
  • Reply/forward signature
  • Font settings.
  • Word as Editor settings (Only related to Outlook 2003 or previous versions)

When the Silent deployment is unchecked, email signature settings are enforced, and the users will experience the email signature changes in their Outlook. The above-mentioned settings will be set when this option is unchecked.

Delete existing email signatures

This option allows you to delete all existing signatures for users before generating new signatures. This is an effective way to enforce a company policy and only allow authorized email signatures to be used.

Cannot modify email signatures

Due to the Outlook design, there is no way to prevent users from editing a signature while composing an email, but there is a good way to prevent them from editing the email signatures generated by eMailSignature.

When you check this option, the email signatures cannot be amended by the users when using the Outlook signature editor.

Default account only

If you have several email accounts in Outlook you can instruct eMailSignature only to create changes to the default account.

For the IT guys

Running Sign.exe in Batch

When running Sign.exe in 'Batch' means that you run on behalf of other users and groups. This is especially useful for users who don't run eMailSignature on a continuous basis, but only occasionally.

If these users need email signature in OWA and on emails sent from mobile devices, then the 'Batch' run is very useful.

Manage Data Sources - Other than AD

Active Directory is the default data source. However, user information can be pulled from other data sources, for example MS SQL Server databases.

Several data sources can be added. Then the data source become available in the data source drop-down list and it can be used when inserting fields in email signatures.

Creating a New Data Source

  1. In the Modules tab, click 'Manage'.

  2. To create a new data source, click 'New Data Source'.

  3. In the Data source name field, enter the data source name and click 'Save'.
  4. Choose database connection type for the data source and then proceed as described in the following respective sections.

Data based on a table or view

  1. Select 'Data based on a table or view'.
  2. In the 'Connection string to Employee Directory', enter the connection string to the database to which you want to connect.
    It is not within the scope of this guide to describe connection strings in detail. Consult your SQL DBA for assistance.
  3. A small help box that describes MS SQL Server connection type. Click '?' and choose the connection type.

  4. Replace parameter values that are in CAPITAL letters with your information.

  5. To establish and test the connection, click 'Test'.
  6. After a successful test, in the 'Table/view name' field, enter the view name and click 'Verify'.
    Note that you will not see the number of fields found.
    Ensure that at least one record is returned from the view. If not, it will not be possible to retrieve the columns.

  7. In the 'Name of field identifying users (logon name/initials)' drop-down list select a column by which users will be identified.
    In the following example, the account name is used as the identifier.
    Ensure that at least one record returns account names of users, otherwise, it is not possible to identify users in the database.

  8. If users are listed with the domain name in the format DOMAIN\account, ensure that the 'Include Domain Short Name' check box is selected.
  9. To verify the content, click 'View' and view all users in the database.
  10. To complete creating the data source, click 'Save'.
    Now the data source is ready and fields can be inserted in email signatures.
  11. Open an email signature, and in the Data Source drop-down, select the newly created data source.

    When the data source is selected, the fields from this data source are automatically available when inserting fields in the signature.

    Note that only fields that exist and have been validated previously are available.
    Important: If you change, remove or add fields to the view or the table, you must refresh the data source as the settings are cached for performance reasons (start #1).

Data based on a Stored Procedure

  1. Select 'Data based on a Stored Procedure'.

  2. In the 'Connection string to Employee Directory', enter the connection string to the database to which you want to connect.
    Consult your SQL DBA for assistance.
  3. To establish and test the connection, click 'Test'.
  4. After a successful test, enter the following information:
    Stored Procedure Name = Procedure's name.
    Parameter Name = Parameter in the stored procedure that returns the user name.
    Known Parameter = An existing account's name.
    Note: Ensure that you have at least one record returning from the stored procedure. If you do not have that, it is not possible to retrieve the columns.

  5. To verify the connection, click 'Verify'.
    A full list of values returned from the stored procedure appears.

  6. To complete creating the data source, click 'Save'.
    Now the data source is ready and available to be selected as data source in a signature.
  7. Open a signature, and in the Data Source drop-down, select the newly created data source.

    When the data source is selected, the fields from this data source are automatically available when inserting fields in the signature.

    Note that only fields that exist and have been validated previously are available.
    Important: If you change, remove or add fields to the view or the table, you must also enter the data source manager, and refresh the data source. The settings are cached for performance reasons.

Changing Domain Root

The changing domain root option is rarely used, as it is used together with renaming entire domain.

  1. eMailSignature > Options (top right), Advanced Domain Settings:

  2. For the Lotus Notes environment, it is possible to set the location of signatures by selecting the respective check box and then in the field that appears choosing the path for location of signatures.

Delegate permissions

How to delegate permissions to non-technical staff.

eMailSignature > Configuration, Status Monitor, right click user and select Delegate permissions to this user:

Troubleshooting

Viewing Status Monitor

The status monitor allows you to monitor deployment for all users. The Status Monitor contains information about managed users who have run the sign.exe file.

  1. eMailSignature > Configuration, Status Monitor.

    Note: Users will automatically appear in the Status Monitor after they run the sign.exe (with parameter to the back-end database) for the first time.

  2. Filter the list of users by selecting any of these categories: OK, Failed, Individual, OU based users, Rule-based, Batch users.
  3. To view a user's log file, click on the icon in the 'Log' column.
  4. Right-click a user and see more options.

Debug why a user is not visible in Status Monitor

Debug why a user is not visible in Status Monitor

Viewing a User's Log File

The log file contains deployment settings, status messages and error codes. It is used when troubleshooting and requesting support.

Check database

The 'Check Database' is a quick check to see if all tables are OK. It's not a 100% validation of the database, but if any tables fail, you must upgrade the database

  1. eMailSignature > Configuration, Check Database.

  2. In above example the 'lgdaOWA' table is missing, and, hence, must be created by following the upgrade guide.

Manage licenses

Every time a user runs the sign.exe file, a license is being used. When no more licenses are available, eMailSignature stops updating signatures, but users can still use the last generated versions of email signatures.

View license information

Click the home button in the quick access bar.

Enter a new license key

eMailSignature > Configuration, Key and copy/paste your license key and the security code provided by eMailSignature or a reseller.

Release licenses manually

  • If there are users that have not run sign.exe file for over 30 days, their licenses may be released and used by other users.
    To do this, run ReleaseLicense.exe which is found in your install folder.
  • If you wish to release a single user, you can do this from within the Status Monitor:

Release licenses automatically

eMailSignature works with a 30-day grace period for releasing licenses. After that period, the license can be removed automatically.

Install eMailSignature on a Windows Server and connect to your back-end database.

Execute the file ReleaseLicense.exe in the install folder and create a scheduled task for this (remember to run this as super user with the correct permissions).

If you need more than 30 days, please enter value:

HKEY_CURRENT_USER\SOFTWARE\Office add-on\eMailSignature
Key 'Days' type REG_SZ