Knowledge Base

CodeTwo Exchange Rules Converter

Overview

The CodeTwo Exchange Rules Converter allows you to convert rules and signature templates from the CodeTwo Exchange Rules family of products (including the Pro version) to CodeTwo Email Signatures for Office 365.

The program will help you make a successful transition between our on-premises Exchange and Microsoft 365 email signature solutions. It can also save you a great deal of time e.g. if you plan to use CodeTwo Email Signatures for Office 365 alongside CodeTwo Exchange Rules in a hybrid environment and keep consistent, branded email signatures.

Requirements

The CodeTwo Exchange Rules Converter needs to be run in a domain where the CodeTwo Exchange Rules Service is installed (and running). Additionally, if you want to convert signature templates, you need to run the program on the same machine where you used Template Library to store your custom templates. Learn more about how to convert signature templates

Important

The CodeTwo Exchange Rules Service needs to be installed on a machine running Exchange Server. The Administration Panel can be installed on both server and client machines. Keep in mind that the CodeTwo Exchange Rules Converter can be installed on a client machine, as long as it is located in the same domain as the server machine where the service is installed.

The account used to run the CodeTwo Exchange Rules Converter needs to have access to the rules created in the Administration Panel (with at least View rights). If this user’s access is restricted to specific rules, only these rules will be converted. Learn more about access rights management in CodeTwo Exchange Rules

The account that is used to connect to CodeTwo Email Signatures for Office 365 needs to have a mailbox (needs to have a Microsoft 365 license assigned that includes the Exchange Online plan) and needs to be allowed access to the Manage Signatures AppLearn how to check or assign the necessary access permissions

Other system requirements:

  • 64-bit Windows, at least Windows 7 SP1 or Windows Server 2008 R2 SP1,
  • .NET Framework 4.7.1,
  • Internet Explorer 9 or later.

Supported configurations and limitations

CodeTwo Email Signatures for Office 365 is an email signature management software designed for Microsoft 365 (Exchange Online). Just as there are differences between the functionalities of on-premises Exchange servers and Exchange Online, the converted rules and signature templates may differ from the original ones. This is because CodeTwo Email Signatures for Office 365 lacks some of the features that are only available in CodeTwo Exchange Rules. In addition, CodeTwo Exchange Rules Pro has many additional actions that allow you to control email flow, attachments, autoresponders, and more. These actions are also not available in CodeTwo Email Signatures for Office 365 and will not be converted at all.

Read on to learn what can be converted to CodeTwo Email Signatures for Office 365 and what the limitations are. Note that once a conversion is completed, the CodeTwo Exchange Rules Converter generates a report that will list all the items that could not be converted, if any.

Warning

The CodeTwo Exchange Rules Converter will fail to run if you have multiple tenants configured in CodeTwo Exchange Rules Pro. This configuration is currently not supported.

Limitations to converting rules

Each rule in CodeTwo Exchange Rules consists of the following properties: General, Conditions, Exceptions, Actions and Options. All these properties are converted, with the limitations outlined below.

Keep in mind that CodeTwo Exchange Rules adds email signatures server-side. In addition, client-side signature rules in CodeTwo Email Signatures for Office 365 are missing some of the features only available for server-side signatures. This is why rules will be converted as server-side signature rules.

Conditions and exceptions

The table below lists all conditions/exceptions used in CodeTwo Exchange Rules that can be converted to CodeTwo Email Signatures for Office 365.

CodeTwo Exchange RulesCodeTwo Email Signatures for Office 365
Sender > Is AD userSenders > Selected senders
Sender > Is AD groupSenders > Group members
Sender > Matches AD filterSenders > Azure AD filter1)
Sender > Is internalBy default2)
Recipient > Matches email addressRecipients > Email addresses
Recipient > Is member of AD groupRecipients > Group members
Recipient > Is internalRecipients > Internal recipients
Recipient > Is externalRecipients > External recipients
Subject > Contains keywordsKeywords > Email subject
Body > Contains keywordsKeywords > Email body
Message direction > Is internalRecipients > Internal recipients
Message direction > Is outgoingRecipients > External recipients

1) The number of supported Active Directory attributes is limited to the following: First name, Last name, Display name, Office, Phone, E-mail, Street, City, State, Postal code, Country, Mobile, Fax, Title, Department, Company, and objectGUID. This is due to differences between on-premises AD and Azure AD.

2) In CodeTwo Email Signature for Office 365, only the users of your Microsoft 365 tenant can be selected as senders.

In addition, in CodeTwo Exchange Rules, you can group conditions and exceptions using the OR and AND logical operators in virtually any way possible. In CodeTwo Email Signatures for Office 365, this has been simplified. Conditions/exceptions are grouped into those applicable to Senders, Recipients and Keywords. These groups are represented as tabs in the UI of our program. The AND separator is only used between those groups. Conditions/exceptions within those groups are separated by the OR separator. If the rules you are converting contain unsupported conditions/exceptions or are grouped in a way that the CodeTwo Exchange Rules Converter is not able to recreate the exact logical tree in CodeTwo Email Signatures for Office 365, fallback values are used instead. Learn more

Actions

The program will only convert the actions that are related to adding email signatures/disclaimers:

  • Insert signature
  • Insert disclaimer
  • Apply full composition

In addition, the Force email format action is supported partially – only if the Convert messages to HTML option is selected. However, the Set target font family and size option is ignored.

Other types of actions are not converted at all.

You can check the full list of actions available in the CodeTwo Exchange Rules family of products in the user’s manual:

If the converted rule consists of two or more actions that add a signature (e.g. Insert signature and Insert disclaimer), only the first one (i.e. the one that is highest on the list of actions in CodeTwo Exchange Rules) will be converted.

The email signature/disclaimer configured for these actions are also converted. Go to this section to learn about the limitations for converting signature templates.

Fallback values

Because of the differences between CodeTwo Exchange Rules and CodeTwo Email Signatures for Office 365, it is not possible to convert certain conditions/exceptions or recreate some logical tree structures. In such situations, to make the conversion possible, fallback values are used.

The general principle is that fallback values are applied if at least one condition/exception is not supported and cannot be recreated in CodeTwo Email Signatures for Office 365. This is to avoid creating rules that will not work properly.

The fallback values are set as follows in CodeTwo Email Signatures for Office 365:

Senders > Selected Senders > [user that performs the conversion]

Recipients > Email addresses > [email address of the user that performs the conversion]

This lets you test the converted rule and apply new conditions/exceptions as required.

Once the conversion is completed, be sure to check the conversion report to find out if fallback values were used for any of your rules.

Limitations to converting signature templates

Both the email signatures and disclaimers defined in rules as well as user-defined signature templates saved in the Template Library of CodeTwo Exchange Rules are converted to CodeTwo Email Signatures for Office 365. However, the following limitations apply:

Default signature templates

The predefined signature templates that come with the Template Library are not converted.

Placeholders

Because of the differences between the Active Directory attributes found in on-premises Exchange servers and Exchange Online, some placeholders are only available in CodeTwo Exchange Rules family of products. These placeholders will be removed from signature templates converted to CodeTwo Email Signatures for Office 365. Learn more about the availability of placeholders in the CodeTwo email signature software

In addition, some placeholders (such as CustomAttribute1-15, Initials, Home phone) are not available by default in CodeTwo Email Signatures for Office 365 and will also be removed during the conversion process. If you want to convert them successfully, you need to synchronize custom attributes (Directory extension attributes) with your Microsoft 365 tenant’s Azure AD. Click here to learn how to do so.

Be sure to check the conversion report to find out which placeholders were removed and from which templates, if at all.

Signature template names

The names of signature templates in CodeTwo Email Signatures for Office 365 cannot contain characters that are not allowed in URLs. If any of the converted rules contain such characters, they will be removed (double spaces will be removed as well). For example:

Signature with logo + user photo

will be renamed to:

Signature with logo user photo_converted from Exchange Rules

The _converted from Exchange Rules suffix is added to all converted signature templates, so that they can be easily identified in the signature template library of CodeTwo Email Signatures for Office 365.

Installation

The CodeTwo Exchange Rules Converter is a ClickOnce application. Simply download it using this link and launch the CodeTwoExchangeRulesConverter.exe file. Once installed, the program will run automatically. Make sure to run the program in the same domain where the CodeTwo Exchange Rules Service is installed. Learn more

How to uninstall the program

If you want to uninstall the program after converting your rules and signature templates, simply perform these steps:

  1. Open Control Panel in Windows.
  2. Go to Programs and Features (or Programs > Programs and Features).
  3. Double-click CodeTwo Exchange Rules Converter on the list.
  4. In the window that opens, select Remove the application from this computer and click OK.

Performing the conversion

The program converts both rules defined in the Administration Panel of CodeTwo Exchange Rules as well as user-defined signature templates from the Template Library. Rules and signature templates are converted concurrently but independently from one another.

The CodeTwo Exchange Rules Converter works in three steps. First, you need to log in to CodeTwo Email Signatures for Office 365 with a user account that fulfills these requirements. To do so, click Log in with Office 365 account and provide the account credentials on the Microsoft 365 sign-in page (Fig. 1.).

Logging in to CodeTwo Email Signatures for Office 365.
Fig. 1. Logging in to CodeTwo Email Signatures for Office 365.

If you have already performed a conversion using the same instance of CodeTwo Exchange Rules, a link to the conversion report will be provided in this step as well (Fig. 2.).

A link to the report of the previously performed conversion process.
Fig. 2. A link to the report of the previously performed conversion process.

In the second step, you can confirm that you are logged in to the correct Microsoft 365 tenant. You also will be notified in case the program cannot find any signature templates. This will happen if:

  • you never used the Template Library in the Administration Panel of CodeTwo Exchange Rules on the machine where you run the CodeTwo Exchange Rules Converter, or
  • the Template Library contains only the default signature templates, which are not converted. Learn more

If you have any custom signature templates that you keep in the Template Library on another machine and you want to convert them to CodeTwo Email Signatures for Office 365, you can either run the CodeTwo Exchange Rules Converter on that machine or move the template data manually to your current machine, as described in this article. Keep in mind that since the program converts rules independently, if email signatures and disclaimers are configured in these rules, they will be are converted.

If you are ready to begin the conversion, click Convert and confirm with Yes (Fig. 3.).

Starting the conversion.
Fig. 3. Starting the conversion.

Warning

The program will notify you if you have already performed the conversion between the same instances of CodeTwo Exchange Rules and CodeTwo Email Signatures for Office 365 (Fig. 4.). If you proceed, the previously converted rules and signature templates will be overwritten.

A notification informing that the conversion has already been performed between the same pair of CodeTwo programs.
Fig. 4. A notification informing that the conversion has already been performed between the same pair of CodeTwo programs. 

The last step provides a short summary of how many rules and signature templates were converted (Fig. 5.). Click the provided link to open the conversion report that includes more detailed information about the conversion process.

897-4 Conversion summary
Fig. 5. A summary of the conversion process.

Once done, click Close to close the program.

If nothing is converted or there are any problems with the conversion process, the report will not be generated.

Important

Even if the conversion fails or you abort the process manually, some data may still be transferred to CodeTwo Email Signatures for Office 365. Be sure to log in to the Manage Signatures App and check the signature rules list as well as the signature template library.

After the conversion

All converted rules:

  • are added at the bottom of the Server-side signatures list in the Manage Signatures App,
  • have the _converted from Exchange Rules suffix added to their name,
  • include the following conversion information in the Rule description box (Fig. 6.):
    • date of conversion
    • state of the rule before conversion (enabled/disabled)
    • status of converted actions, conditions/exceptions, signature templates (converted successfully or information on what was not converted)
  • are turned off.

Rule conversion details provided in CodeTwo Email Signatures for Office 365.
Fig. 6. Rule conversion details provided in CodeTwo Email Signatures for Office 365.

All signature templates converted from the Template Library:

  • are added to the signature template library in CodeTwo Email Signatures for Office 365,
  • are grouped under the converted from Exchange Rules category (Fig. 7.),
  • have the _converted from Exchange Rules suffix added to their name.

The category in the signature template library under which all converted templates are grouped.
Fig. 7. The category in the signature template library under which all converted templates are grouped.

Conversion report

If at least one rule or signature template is converted, the CodeTwo Exchange Rules Converter generates a detailed report of the process (Fig. 8.).

An example of a conversion report.
Fig. 8. An example of a conversion report.

This report can be opened directly from the program:

  • once the conversion process is finished (see Fig. 5.),
  • when you launch the program again after the conversion (see Fig. 2.).

You can also find the report in the following location:

%localappdata%\CodeTwo\CodeTwo Exchange Rules Converter

The report is divided into three sections:

  • General conversion information – that includes the name of your Microsoft 365 tenant and the number of converted rules and signature templates.
  • Rules conversion details – that list all rules that were:
    • converted successfully – no further information is provided,
    • converted partially successfully – with additional information about what was not converted due to the limitations listed above.
  • Templates conversion details – that list all signature templates that were:
    • converted successfully – no further information is provided,
    • converted partially successfully – with additional information about what was not converted due to the limitations listed above.

Troubleshooting

If you cannot run the CodeTwo Exchange Rules Converter on your machine, add the URL below to the Trusted Sites in Windows:

https://install.codetwo.com/CodeTwoExchangeRulesConverter.exe

Follow these steps to learn how to do so.