Why can't I find all users/groups when creating rules in the Signatures app?

User/group pickers in the Signatures app show only users/groups that are included in the scope of licensed users. This scope is selected during tenant registration in CodeTwo Admin Panel (in the Scope & region step) and can be modified at any time in the tenant settings (see Fig. 1.).

• If you (or another admin) selected All users in this scope, the pickers in the Signatures app will show all users (including shared mailboxes) or groups in your organization (Microsoft 365 tenant).
• If you limited the scope to a specific group, the pickers will show only the members of this group, including nested groups.
• Only the following group types are listed in the group picker in the Signatures app: Microsoft 365 groups, distribution lists, security groups, and mail-enabled security groups.

Example

You limited the scope of licensed users to members of the Leadership group (Fig. 1.).

Fig. 1. The scope of licensed users limited to members of a specific group.

In the Signatures app, when you open any user picker (e.g. by clicking Selected senders in the Senders step of a signature rule), only members of the Leadership group will be listed (compare Fig. 2. and Fig. 3.).

Fig. 2. A user picker in the CodeTwo Signatures app.

Fig. 3. Group members shown in the Microsoft 365 admin center.

Group pickers work in the same way. Note that if you select a specific group in the scope of licensed users (e.g. the Leadership group, as in this example), the group pickers in the Signatures app won’t show that group, but only the groups nested within it. Since the Leadership group has no nested groups, the group picker will not display any groups, as shown in Fig. 4.

Fig. 4. A group picker in the CodeTwo Signatures app, showing no groups.

When you add or remove members of the Leadership group, and once those changes have fully updated in Microsoft 365, it can take up to 20 minutes before these users appear in CodeTwo apps (including the Signatures app).

Email aliases vs user/group pickers

User/group pickers only show primary email addresses. If you want to create a signature rule for an alias address, select the Email addresses option in the Senders step of a signature rule (Fig. 5.).

See also: How to add different signatures to emails sent from alias addresses

Fig. 5. Selecting the Email addresses option lets you set up a dedicated signature for an alias address.

Advanced access rights management vs user/group pickers

If you use Advanced access rights management to organize email signature and Autoresponder rules into teams, you need to know that:

• Pickers available in a rule within a team will show all users or groups included in the scope of licensed users.
• But this rule will apply only to users specified as team users in that team. Learn more