How to limit license consumption in CodeTwo Email Signatures 365
You’ve bought the number of licenses that matches your user count. Still, when using CodeTwo Email Signatures 365, you run out of licenses. As a result, email signatures are not added to messages sent by users who were supposed to get them.
First of all, be aware that licenses are consumed not only by (standard) user mailboxes, but also shared mailboxes. At the same time, you, as an administrator, have the possibility to reassign licenses.
Still, before using the license reassign feature, which is discussed in the last section below, spend a moment to read the whole article. CodeTwo Email Signatures 365 offers several mechanisms which give administrators control over the assignment of licenses to users. We recommend that you first verify to whom the licenses are assigned. Next, limit the number of users who are to get licenses with the method(s) available for the signature mode you’re currently using. Finally, reset the license count.
Use the links below to learn more about each step:
- How to check which users are licensed
- How to limit the scope of users who will get cloud (server-side) signatures
- How to limit the scope of users who will get Outlook (client-side) signatures
- How to reset the license count
When using combo mode, a user is only assigned one license even if both an Outlook (client-side) and a cloud (server-side) signature rule apply to that user. The user may be assigned a license based on either Outlook or cloud mode related criteria. As a result, the best idea is to perform steps limiting the consumption for that user for both the modes.
The information on which users are assigned licenses is available in CodeTwo Admin Panel (Fig. 1.). To learn how to access that information, read this user’s manual article.
The following methods are available to limit the scope of users consuming licenses when using cloud mode:
- Limit the scope of users when configuring Exchange Online connectors
- Limit the scope of users by editing the CodeTwo Exchange transport rule
The solutions provided here are based on using groups available in your Exchange Online organization (a distribution group, a mail-enabled security group or a Microsoft 365 group). You can either use an existing group (or groups) or you can create a new group that will include all the users you want to get signatures.
The new group should be created before you start configuring CodeTwo Email Signatures 365, as it takes some time for such changes to propagate.
When configuring Exchange Online connectors automatically using our configuration wizard, it is possible to select a group of users who will receive signatures. Using this method, you can select one group only, so make sure the group contains all the users who are to get the signatures.
If you have already configured the Exchange Online connectors automatically using the wizard available in our program, removing the connectors and adding them again to reduce the scope of senders could affect the mail flow in your organization. Instead, you can edit the CodeTwo Exchange transport rule and add a group (or groups) of users. This will limit the number of senders receiving signatures to the members of this group. The term ‘members’ also covers shared mailboxes which, when editing the CodeTwo Exchange transport, should be treated as user objects (and not group objects) to avoid problems with missing signatures. Learn more
The same can be done when configuring connectors and the transport rule manually during the initial set-up of the program, as discussed here.
The available methods for limiting the scope of users consuming licenses in Outlook mode depend on the type of the CodeTwo Outlook add-in you are using:
- Modern CodeTwo Signatures Web Add-in for Outlook and OWA:
- Legacy CodeTwo Signatures Add-in for Outlook (COM Add-in) – reduce the number of users by centrally deploying the add-in, as described here.
After you have used any of the methods listed above to reduce the number of users who consume licenses and you are satisfied with your new scope of users, you need to reset the license count (Fig. 2.). This will unassign licenses from all users and make them available for assigning to the new, limited scope of users. You can now reset the license count in CodeTwo Admin Panel, as described here.
This step is very important because when a license is assigned to a specific user, it will not be automatically reassigned even if you delete this user's mailbox, change the scope of users (senders) or if the user signs out from the legacy CodeTwo Signatures Add-in for Outlook (COM Add-in).