eMailSignature install guide

Introduction

eMailSignature includes:

Console: The administrative interface which typically is installed on a PC in marketing and on a PC/Server in IT during the initial technical setup.
Database: The console is connected to the back-end MS SQL database and stores all information. The database must be accessible for all users managed by eMailSignature.
Executable: A small executable file collects contact details and updates email signatures for the users that execute it.

Note: You do not need to install anything on clients.

When a small executable file is executed (typically during logon or via GPO), the user and the Outlook version is identified and email signatures are updated (default, reply/forward, optional, font etc.).

Exchange Server is not needed for eMailSignature to work, and installation on Exchange is only required when managing Outlook Web email clients, mobile devices and tablets.

Console

Install the console in marketing when you have completed the technical setup and want to delegate management to non-technical staff.
eMailSignature is not a server product. The console can be installed on a server if you want IT to manage.

Database

eMailSignature requires a back-end database on existing SQL Server 2005 or newer.

All settings are stored in the database including the license key. Do not change any information in the database manually, only use the administrative interface. Any interference with the database will result in unexpected behavior and hence not supported by us.

The connectivity to the database can be done through built-in SQL database user or Windows authentication. You decide for yourself which method you prefer.

Database Traffic

The amount of data per user depends on the number of signatures to be deployed for the users and whether you use low or high log level. Expect some 10Kb - 25Kb of space per user + the usual database size.

The average read/write amounts to the database each time Sign.exe is executed is around 10Kb - 25Kb + the usual traffic to either AD or the data source depending on where data is merged from.

Small executable (no installation on clients)

The Sign.exe file retrieves settings and template information from the database, collects user contact details from the data source, and generates email signatures.

Sign.exe is a single stand-alone file. The size is 435 Kb (version 9). It takes one parameter which is the connection string to the database. Once the user has run this for the first time, the connection string is saved in registry and when Sign.exe is run the next time, it will use this connection string.

If you move database simply just supply the connection string to the new database.

Sign.exe is not installed anywhere. There is no requirements for installing anything on any clients/PCs.

When are email signatures updated?

Email signatures are updated every time Sign.exe runs. This is why most clients tend to put Sign.exe into the NETLOGON share to be run every time the users log on. It is also possible to push out Sign.exe as a package through a GPO if the wish is to have the signatures updated every half hour. This often applies if the marketing department requires frequent and prompt updated for marketing messages when using the marketing module.

Install eMailSignature

eMailSignature is the console that controls the settings (email signatures, font, license key, etc.) in the database.
You should install the console on a networked PC (You may install the console on a server if you prefer but it is not required).

Download and install on domain PC

These installation steps apply for all Windows versions.

  1. Download eMailSignature.msi and save this file on your computer.
  2. Double-click the eMailSignature.msi file to start the installation wizard.
Note: Sufficient rights to install software on the PC is required.

Additional Steps in you install on Windows 2003 Server Edition

The Data Execution Prevention on Windows 2003 Server prohibits the console to run automatically.

To allow eMailSignature to be run, proceed as follows:

  1. Right-click "My computer" and select "Properties".
  2. Open the "Advanced" tab, and in the "Performance" section click "Settings".

  3. In the Performance Options window that appears open "Data Execution Prevention" tab, click "Add" and browse to the installation directory of eMailSignature.
    Unless you have changed it during the installation, it is C:\Program Files (x86)\eMailSignature.

  4. Once eMailSignature is added, it appears in the programs list. To finish the additional installation steps for the Windows 2003 Server, click "OK". You are now ready to launch the console.

Additional Steps in you install on Windows 2008 Server Edition

The Data Execution Prevention on Windows 2008 Server prohibits the console to run automatically.

To allow eMailSignature to run, proceed as follows:

  1. Right-click "Computer" and select Properties. Click on "Advanced System Settings".

  2. Open the "Advanced" tab and then in the DEP form, click "Settings".
  3. In the Performance Options window that appears open the "Data Execution Prevention" tab, click "Add" and browse to the installation directory of eMailSignature.
    Unless you have changed it during the installation, it is C:\Program Files (x86)\eMailSignature.

  4. Once the eMailSignature is added, it appears in the programs list. To finish the additional installation steps for the Windows 2008 Server, click "OK". You are now ready to launch eMailSignature.

Create the eMailSignature back-end database (step-by-step video)

  1. Create the SQL back-end on existing SQL Server.
  2. Connect the management console to the database.
  3. Create test script using NETLOGON.
  4. Manually execute script and verify OK in Status Monitor.

Create the database on existing SQL Server 2005, 2008 or 2012

  1. Download the SQL create script
  2. The script performs the following necessary tasks:
    • Creates a database called eMailSignature.
    • Creates necessary tables.
    • Inserts content into tables.
    • Creates login and access to the database.
    • Grants correct access to one SQL user.
  3. The script creates one database user called eMailSignature_Superuser with password "changemenow".
    Before executing the script you might want to change the password. You can also change the database user name, but then you need to make sure to replace in all respective places.
  4. Open SQL Management Studio on the SQL Server you want to use. Click "New Query" in the Query Editor window, copy/paste the statement and execute the script:
    If you don't have SQL Server Management Studio installed, then open a command prompt window. In the Command Prompt window, type:
    sqlcmd -i C:sql_create_script.sql and press ENTER

    The eMailSignature back-end database is now prepared.

Setup the database on SQL Server Express

The SQL create script works for Express but we do not support configuring SQL Express.

There are a few things you have to check\enable if you are facing database connectivity issues;

  • Validate server name. Mayby it’s “pc-name\server” or “server\SQLEXPRESS”.
  • Enable protocol tcp\ip.
  • Enable sqlbrowser.
  • Make sure that sqlbrowser is running under services.
  • sql browser has to be forwarded in the firewall.
  • Enable sqlserv.exe instance in the firewall.

You can try using SQL Express 2008 instead of SQL Express 2008 R2.

Or you can search for answers using “sql express 2008 cannot connect”.

Connecting the console to the database

  1. Open eMailSignature > Configuration, Database;
    Database = emailsignature
    Username = emailsignature_superuser
    Password = changemenow

    If you get an error when trying to connect to the database using the built-in SQL Server login and user, your SQL Server Database Engine is set to Windows Authentication mode during installation. If that is the case, make sure that either permissions for Integrated Authentication are set up, or change SQL Server Authentication to mixed mode.

How to change SQL Server Authentication to mixed mode

If you are unable to connect, please verify that your SQL Server Authentication is in mixed mode.

  1. In SQL Server Management Studio Object Explorer, right-click the server, and then click Properties.
  2. On the Security page, under Server authentication, select the new server authentication mode, and then click OK.
  3. In the SQL Server Management Studio dialog box, click OK to acknowledge the requirement to restart SQL Server.

Updating email signatures

Sign.exe must be executed with a parameter to the database. Sign.exe must be accessible to all users.

The Sign.exe file is digitally signed by eMailSignature for your security and performance.

Copy Sign.exe to net share

To run Sign.exe file automatically during logon, proceed as follows:

From the installation directory C:\Program Files (x86)\eMailSignature copy the Sign.exe file to the NETLOGON share or another share, where files for running automatically during logon, are located.

Automatic update

Use one of the following scripts as example for adjusting the current logon script - Or use GPO.

Note: Replace [DCSERVERNAME] and [SQLSERVERNAME] with your own. Copy the connection to the database from the console.

Bat file:

START \\[DCSERVERNAME]\NETLOGON\sign.exe Provider=sqloledb;Data Source=[SQLSERVERNAME];Initial Catalog=eMailSignature;User Id=eMailSignature_Superuser;Password=changemenow;

CMD file:

"\\[DCSERVERNAME]\NETLOGON\sign.exe" Provider=sqloledb;Data Source=[SQLSERVERNAME];Initial Catalog=eMailSignature;User Id=eMailSignature_Superuser;Password=changemenow;

VB Script:

Set oShell=CreateObject("WScript.Shell") 
oShell.Run \\[DCSERVERNAME]\NETLOGON\sign.exe Provider=sqloledb;Data Source=[SQLSERVERNAME];Initial Catalog=eMailSignature;User Id=eMailSignature_Superuser;Password=changemenow;", 0, True

It is also possible to push out Sign.exe as a package through a GPO if the wish is to have the signatures updated every half hour.
This often applies if the marketing department requires frequent and prompt updated for marketing messages when using the marketing module.