(1) Signatures with Dynamic Fields - disclaimer, personal signature in exchange email, footnote

Signatures with Dynamic Fields

CodeTwo Exchange Rules PRO is capable of adding personalized signatures to email messages. The signatures can contain user data such as their name, position, contact details as well as a logo image built into the signature. In order to add a uniform personalized signature centrally on the server for each user you need to create in CodeTwo Exchange Rules PRO just one template for the whole organization and fill it with Active Directory placeholders.

To activate the action adding a signature in CodeTwo Exchange Rules PRO you need to start by creating a new rule. In the Actions tab of the rule click Add and select Insert disclaimer/signature. The template of the signature is created in the built-in Template editor (Fig.1.).

Fig.1. Template Editor main window

When the Insert disclaimer / signature action is added the right pane will give you access to the Template editor. Click the Edit Template button to open the Template Editor (Fig.2.).

Fig.2. Edit template button opening the Template editor.

Template Editor resembles the popular text editor Microsoft Word. However, it also contains additional options necessary in building signature/ disclaimer templates such as Active Directory Dynamic Fields. To create a personalized signature in the Template editor provide the text of the signature in the fields of the editor.

The formatting of the text is available in the Font section on the ribbon of the Templates Editor (Fig. 3.).

Fig.3. The Fonts section used in formatting text.

Dynamic Fields in personalized signatures

If you want to add Dynamic Fields in the signature that will be updated from Active Directory by CodeTwo Exchange Rules PRO go to the Signatures section, choose Dynamic Fields, (Fig.4.) and select the fields you require in the signature from the dropdown menu.

Fig.4. Choose Dynamic fields in the Signatures section.

CodeTwo Exchange Rules PRO is capable of filling the signatures with all data available in Active Directory. For example, you can set up a simple signature containing the user's full name, position, and a phone number (Fig. 5.).


Fig.5. Signature containing basic data from Active Directory.

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

Once you set up the HTML version of the template that will be used in HTML email messages, you need to go on to create the RTF a well as Plain text version of the template. To do so, first go to the RTF tab and create the template in the text fields of the Template editor (Fig.6.). The same needs to be done for the TXT template (Fig.7.).

Fig.6. Signature template in RTF format.

Fig.7. Signature template in Plaintext format.

Template Editor in CodeTwo Exchange Rules PRO enables you to insert the signature in various places in the messages. You can insert the signature on top of the message (header), under the last reply (footer) or at sides (left and right side footers/banners). To enable editing the top, bottom, left and right signature, you need to select these fields in the Signatures section of the editor's ribbon (Fig.8.).


Fig.8. Signatures section in the ribbon with pane view selection.

After building the templates in all panes the result should be similar to the one below (Fig.9.).

Fig.9. View of all panes with defined signatures.

This is how you can set up templates containing dynamic fields from Active Directory. To preview how signatures will look in an email message click Preview in the ribbon of the editor. To save the templates and exit the Template Editor click Save & Exit. You can also export the templates to the Library. After exporting the templates will be available in the Library accessible from the editor's ribbon. To export the template click the C2 logo in the top left corner of the Template editor and select Export signatures to Library (Fig.10.).

Fig.10. Exporting signatures to the Library.