(1) Disclaimers - legal notes - personal signature in exchange email, footnote

Disclaimers - legal notes

One of the features of CodeTwo Exchange Rules PRO is addition of disclaimers to email messages. This is frequently a legal requirement in many companies to add legal notes to all corporate emails. To configure CodeTwo Exchange Rules PRO to add legal notes to messages you need to create a rule and define an action responsible for adding disclaimers. The action will require you to compose the template of the legal note. This is done in the built-in Template editor (Fig.1.).

Fig.1. Template Editor window.

To open the Template Editor click the Edit template button located in the action properties pane (Fig.2.).

Fig.2. Edit template button opening the built-in editor.

Template Editor is an editor that resembles the well-known Microsoft Word and works in a similar way . It contains other features that are described in Signatures with Dynamic Fields chapter. To create a legal note you need to type the text in the edit field. (Fig.3.).

Fig.3. Text of the disclaimer in the window of the built-in editor.

The formatting of the text can be set in the Font section in the toolbar of the Template Editor (Fig.4.).

Fig.4. The Font section is used to format the text in the template.

Active Directory fields in the legal note

The text of the disclaimer can contain Dynamic Fields pulling data automatically from Active Directory or the message itself. To add a dynamic field to the text of the template click Active Directory Field in the Insert section of template's toolbar. You will be able to choose different dynamic fields such as the Recipient Address (Fig.5.).

Fig.5. Choose dynamic fields in the Insert section of the editor's toolbar.

Click the following link to learn more about the Dynamic Fields feature.

After you configure a rule that will add legal notes to messages and compose the template of the legal notes (disclaimer) in the way described above, CodeTwo Exchange Rules PRO will add the define legal note under all messages that meet the specified criteria. The disclaimer will look as shown below (Fig.6.).

Fig.6. The disclaimer including a dynamic field.

After composing the HTML formatted note, you need to do the same for the RTF and Plaintext formats. Choose the RTF tab from the toolbar and provide the text of the note in the edit field (Rys.7.).

Fig.7. The RTF tab and the compose legal note.

You also need to compose the text of the note in the Plain text format (Fig.8.).

Fig.8. The Plain Text tab including the defined legal note.

Template Editor inside CodeTwo Exchange Rules PRO enables you to compose legal notes and disclaimers that will be inserted in various places in messages. You can compose a disclaimer that will insert above the body of the message, under the message as well as at the sides. To turn the view of the location panels, check them in the Signatures section of the editor's toolbar (Fig.9.).

Fig.9. Choose the top, bottom, left and right edit fields for the disclaimers.

After activating the Top and Bottom view panels the window of the Template Editor will look as shown below (Rys.10.).

Fig.10. The window of the editor with Top and Bottom panels activated.

To configure a legal note that will add to the top of the message you need to compose it in the Top edit field as shown above.