How to fix problems with emails sent to multiple recipients with message splitting

Problem:

When you send an email to multiple recipients, only the rules that apply to the first recipient (in the To field of the message) are executed. As a result, all recipients receive the message version intended for the first recipient.

Example:
You use CodeTwo software to add different signatures to emails sent to Company A and to Company B. You send an email to both Company A and Company B, and the first recipient in the To field is Company A. It turns out that both companies get the signature designed for Company A.

Solution:

This problem occurs because the message splitting capability is inactive in the CodeTwo software that you use. For the software to apply different rules to different recipients, message splitting needs to be enabled. This functionality is turned on by default in CodeTwo Email Signatures On-prem and the latest versions of programs from the CodeTwo Exchange Rules family (discontinued). Read on to learn more about message splitting in CodeTwo software for on-prem Exchange and how to enable/disable this option.

How message splitting works in CodeTwo email signature software for on-premises Exchange

Message splitting, also called bifurcation, is a process that splits the original message into several identical copies. The number of copies depends on the number of different emails that the program needs to produce by applying different rules. For example, if there are 6 recipients of a message and that requires the program to generate 4 different emails, the message needs to be split into 4 copies. Each copy is processed by the program separately and appears in the Sent Items folder (so you have multiple versions of the same email in Sent Items, each one with different rules applied).

If message splitting is disabled and a message is sent to several recipients, the rule applied to the first recipient is applied to all recipients. To solve this problem, you need to activate message splitting in your CodeTwo software.

To learn more about message splitting see the user's manual for the latest versions of CodeTwo software:

• CodeTwo Email Signatures On-prem
• CodeTwo Exchange Rules and Exchange Rules Pro (discontinued)

How to enable/disable message splitting?

CodeTwo Email Signatures On-prem and all the programs from the CodeTwo Exchange Rules software family allow you to enable or disable message splitting. To find out how to enable/disable message splitting in your version of the program, follow the links below.

• CodeTwo Email Signatures On-prem
• CodeTwo Exchange Rules Pro 2.x
• CodeTwo Exchange Rules Pro 1.x
• CodeTwo Exchange Rules versions released after 2012
• CodeTwo Exchange Rules 2010 1.x and 2007 2.x

CodeTwo Email Signatures On-prem and newer versions of CodeTwo Exchange Rules (Pro)

Message splitting is enabled by default. To enable/disable this option manually, you need to:

1. Open the Administration Panel and click the Settings button on the toolbar.
2. In the Program settings window, click the Message splitting tab and select/deselect the Activate message splitting option (Fig. 1. and Fig. 2.).

Fig. 1. The message splitting settings in CodeTwo Exchange Rules Pro 2.x.

Fig. 2. The message splitting settings in CodeTwo Exchange Rules 2013 1.x.

Older versions of CodeTwo Exchange Rules (Pro)

• CodeTwo Exchange Rules Pro 1.x
• CodeTwo Exchange Rules 2010 1.x
• CodeTwo Exchange Rules 2007 2.x

To find this option in CodeTwo Exchange Rules Pro 1.x:

1. Open the Administration Panel and click the Settings button in the main window.
2. In the window that opens, click the Message Splitting tab and select Split messages addressed to multiple recipients if you want different rules to apply to different recipients (Fig. 3.).

Fig. 3. Enabling message splitting in CodeTwo Exchange Rules Pro 1.x.

To find this option in CodeTwo Exchange Rules 2010 1.x and 2007 2.x:

1. Open the Administration Panel, click Tools and select Advanced settings.
2. In the dialog box that opens, select Split messages addressed to multiple recipients if you want different rules to apply to different recipients (Fig. 4.).

Fig. 4. Enabling message splitting in CodeTwo Exchange Rules 2010 1.x and 2007 2.x.