Quick Guide to Creating Rules and FootersBelow you will find a concise description of the steps you need to take to create a new rule adding footers to messages sent via Exchange Server 2007.
|1.||Run Administration of CodeTwo Exchange Rules 2007 (Fig.1.). A screen containing a list of all existing rules will display. Click Add to start creating a rule:
Expandable Add button menu (Fig.2.) enables quick creation of a new rule that will e.g. add a disclaimer only to internal mail, external mail, or both to internal and external. Upon selecting one of the options, a rule wizard opens in which you can add additional criteria to the rule.
If you want to create a rule with similar criteria to a rule that already exists, choose the Clone option that is available by clicking the right mouse button on the selected rule. The replicated rule will contain identical criteria as the original one.
|2.||A new dialog box will appear (Fig.3.) in which you can configure a rule adding signatures/disclaimers to the messages.
In Rule Name and Rule Description fields, provide the name of the rule and optionally its description.
|3.||Click Next >> (or Scope of Senders tab located in the left pane). A form shown in Fig.4. will display.
In the upper field select senders for whom the rule will apply. You can provide ranges of STMP addresses, Active Directory objects such as users, groups, organizational units, objects with particular attributes (Active Directory filter), message senders that are inside or outside the organization or simply All Users.
The lower field is used to add exceptions to the senders' scope.
More about specifying senders' scope...
|4.||Click Next >> (or Scope of Recipients tab located in the left pane). A form shown in Fig.5. will display.
In this form you specify the users who the rule will apply to. You can use ranges of SMTP addresses, as well as Active Directory objects (users, groups, organizational units, objects with specific attributes - Active Directory filter). Furthermore, you can decide whether the rule will apply to internal or external recipients. If you choose All Users, the rule will apply to all recipients.
More about defining the recipients' scope.
|5.||Click Next >> (or Triggering and suppresing tab). A form shown in Fig.6. will display.
In the upper field you can define phrases allocated in different parts of the message (Subject and message body, Message subject, Message body) that will trigger the rule. Additionally, you can also set to remove the selected phrase along the white space.
Remember that the rule WILL ONLY be applied if one of the defined phrases is found in the chosen part of the message.
If necessary, you can also fill in the lower field (Suppressing phrases) which lets you define phrases that prevent disclaimers from being attached at the server. If the phrase exists in the message subject, body or both (depending on your settings), the disclaimer will not be added or the particular phrase removed (Fig.7.).
More about triggering and suppressing.
|6.||Click Next >> (or Signature/Disclaimer Templates tab). A form shown in Fig.8. will display.
In the form you can choose the place for the signature/disclaimer to be inserted (allocation and processing) and create a new signature/disclaimer using the built-in visual editor (Fig. 9). For this click Edit.
With the easy-to-use signature editor you can quickly download ready rules from the library or create a new rule containing various HTML elements, including images. While creating personalized signatures, you can use placeholders linked to Active Directory database - the AD variables will be replaced with data while messages are processed by the mail server.
You should create a HTML footer template to be used with HTML-formatted messages, as well as a Plain Text template, which is going to be used with messages composed in plain text and an RTF template for messages composed in Rich Text Format. To create a plain text or RTF template click Plain Text / RTF tab and enter its text. If you have already created an HTML footer beforehand, click Convert button from the top menu and choose Convert HTML to plain text / Convert HTML to RTF. The template will be converted based on HTML content in an instant.
However, if you are not keen to create your own signature/disclaimer you can use the built-in library to choose between several different templates that include banners, bottom and top signatures and disclaimers.
More about creating disclaimers using the signature editor...
|7.||Click Next >> (or Scheduler tab on the left pane). The form shown in Fig.10.will display.
This option enables to set the specified time during which the rule works. Here, you have two options to choose from. The first default option will schedule the rule to work continuously without any time limits (Fig.10.).
More about the Scheduler...
|8.||Click Next >> (or Subsequent rules). The last form shown in Fig.12.will display.
Subsequent rules is used to force the application to process other rules when the current one is applied or not. This feature lets you add combinations of footers (e.g. signature + disclaimer) to your messages. More...
|9.||Click Finish. This will take you back to the main screen of CodeTwo Exchange Rules 2007. Now, the list of rules will include your newly created rule (Fig.13.).
Rules are processed in the order in which they appear in the list in the main CodeTwo Exchange Rules screen from the top one to the one at the bottom. If you want to change the order of rules, use Up and Down buttons. You can deactivate any rule by unchecking its checkbox in the left pane.
Remember that all changes will take effect only when you have saved them by clicking Save in the toolbar.
Principles of Rule Creation and Functioning
Creating and Editing Footers
How to insert a personal signature and a company disclaimer into one message
How to insert in the same message a detailed signature the first time it is sent, and a simplified signature in later correspondence
How to insert a picture into the footer
How to insert employees' photographs into their signatures
How to have parts of disclaimers/signatures removed on the fly when they have not been replaced by data from Active Directory
How to create a personalized disclaimer for multiple users