(1) Sent Items Update - Disclaimer, Personal signature in Exchange email, footnote

Sent Items Update

CodeTwo Exchange Rules PRO is a server-side application and as such its operation is transparent to the end user. However, the program supports Sent Items Update that enables end users to see how the messages look after processing by CodeTwo Exchange Rules PRO and how they appear at the recipient's machine. This way the end user of the application will see if their signatures and disclaimers are inserted correctly to messages as well as find out if the remaining actions are taken on their messages such as auto insertion of attachments, auto addition of extra recipients, subject modification etc.

Watch the video below to see how to install and configure the Sent Items Update module in CodeTwo Exchange Rules PRO.

Below you can see the difference between the Sent Items folder when the service is not running (Fig.1.), and after it has been configured and running i.e. the user can see the message after processing by CodeTwo Exchange Rules PRO (Fig.2.).

Fig.1. Sent message view when the Sent Items Update service is not configured.

Fig.2. Sent message view when the Sent Items Update service is configured and running.

To open the settings dialog box of Sent Items Update choose click Sent items update icon on the main toolbar of CodeTwo Exchange Rules PRO or click the link in the message in the right top corner of the program window "Sent items update service is inactive. Click here to activate" (Fig.3.).

Fig.3. How to activate Sent items update service.

In the dialog box that opens the default status of a service that is responsible for updating the Sent Items folders is marked as Not installed. The service needs to be installed and configured first for the option to work. To install the service click Configure Updating Service (Fig.4.). After the service is installed activate it by selecting Update messages in Outlook Sent Items folder.

Fig.4. Main window of Sent Items Update option.

Sent Items Update offers two options related to the way the messages will be updated in the Sent Items folder.

1. Leave the original Outlook message when updating the Sent Items.

2. If a message is split, save all its copies in Sent Items.

With Option 1. selected

when updating the Sent Items folder with the server copy of the message after it has been processed by CodeTwo Exchange Rules PRO, the program will leave the original Outlook message. The result will be two messages in the folder - the first is the message before processing, the second is the message after processing that will include footers.

With Option 1. unselected

when updating the Sent Items folder with the server copy of the message after processing by CodeTwo Exchange Rules PRO, the program will replace the original message in Outlook's Sent Items with the server copy of the message after it has been processed by CodeTwo Exchange Rules PRO.

With Option 2. selected

if a message that is sent is addressed to multiple recipients who match different rules, the program will show in the Sent Items folder all messages, as they have been split by CodeTwo Exchange Rules PRO at the server in order to deliver different footers to different recipients. This option is grayed out if you have not enabled splitting of messages in the program.

With Option 2. unselected

if a message that is sent is addressed to multiple recipients who match different rules, the program will show only a single message in the Sent Items folder without reflecting the splitting at the server. This option is grayed out if you have not enabled splitting of messages in the program.

Sent Items Update will not update sent items for users whose Outlook is using client-side rules that move mail to a different folder after they are added to the Sent Items folder.

Configuring Updating Service

Sent Items Update Sent Items Update requires a Windows service to function, whereas the service requires an account. A user can either create this account manually or ask a configuration wizard to create this account automatically.

Click Configure Updating Service to start setting up the service responsible for updating the Sent Items folder of users. The following dialog box will display: (Fig.5.)

Fig.5. Dialog box to create a Windows account for the Sent Items Update service.

The service needs an account it will work under. In the dialog box in Fig.3. you are asked to create such an account or choose an existing one. Select Create the account automatically and click Install for the program to create an account for you and install the service. If you want to choose an existing account, select Choose the account manually, click Browse to search for the account, provide the password and click Install. Once the service is installed, a dialog box Installation Successful will appear. If the installation ends in errors, the following screen will display (Fig.6).

Fig.6. Dialog box in which the installer reports errors during installation of the service.

It will show which components installed correctly (marked Successful) and which failed to install (marked Failed) as well as components that still await execution. If a component failed to install, the window will provide information on what went wrong and you can choose to attempt to install manually or contact Support. If you click Install Manually, the Manual Installation window will display as below (Fig.7.).

Fig.7. Manual Installer dialog box.

The Manual Installation details all steps required to finalize the installation of the service. The notes under the failed component will inform what needs to be done i.e. which scripts need to be pasted into the Exchange Management Shell console for the user to complete the installation manually.

If you click Contact Support, the following dialog box will open (Fig.8.).

Fig.8. Contact Support form.

Please describe the problem you encountered and click Send to send the message including the Log Files to Support Personnel.

If you click Rollback the Sent Items installer will restore the state from before the service installation. If you click Close the service installation changes will be left without rolling them back.