User AD attributes & Tokens
CodeTwo Email Signatures for Office 365 allows you to add Active Directory attributes of your users to their email signatures. You can manage how these attributes are synchronized with the program on the User AD attributes & Tokens page of your tenant (see Fig. 1.). This page is divided into several sections - use the links below to learn more about each one.
The application stores required user attributes in an internal cache and automatically synchronizes them with your tenant's Azure Active Directory every 60 minutes. This is necessary both to quickly add signatures with placeholders to emails sent by specific users based on current rules, and to keep Azure AD load at a minimum. If necessary, you can manually update the AD Azure cache via the Update cache manually now button (Fig. 1.).
|Fig. 1. The Azure AD cache section of the User AD attributes page.|
To read users' Active Directory attributes, the program accesses them via OAuth 2.0 access tokens. These tokens are generated by Microsoft’s trusted OAuth servers for global admin accounts of your tenant.
Your credentials are completely safe as they are passed directly and only to Microsoft servers, which is ensured by the Azure's OAuth 2.0 authorization. CodeTwo does not store, copy or have access to your global admin credentials.
For additional safety, tokens are set to expire if users do not log in to our applications for a while. In the case of CodeTwo Email Signatures for Office 365, these tokens can be valid up to 90 days. You need to refresh the tokens periodically or the application won't be able to read the values of user AD attributes. This may lead to outdated user information appearing in your signatures.
You will receive several email notifications before, when and after your tokens expire. These messages will contain a link to a website that allows you to refresh your tokens.
You can also refresh the tokens (anytime and for any of your tenants) directly on the User AD attributes & Tokens page of a tenant (Fig. 2.).
|Fig. 2. The OAuth 2.0 tokens section.|
CodeTwo Email Signatures for Office 365 lets you use your own Active Directory attributes when composing signatures. These custom attributes (also known as Directory extension attributes) include, for example: CustomAttribute1-15, Initials, HomePhone, Notes, Pager, PostOfficeBox, WebPage, etc.
If you want to use custom attributes in the signature editor, you have to make sure they are in sync with the program. Correct synchronization will depend on your environment.
If you have a hybrid environment, it is essential to configure Microsoft Azure Active Directory Connect properly. By default, custom attributes defined in your on-premises Active Directory are not synced to your Azure Active Directory. Therefore, they are not available to CodeTwo Email Signatures for Office 365 and you are not able to add custom placeholders in the signature editor.
Our program lets you verify if custom attributes are synchronized. To do that, open the User Panel, enter the management pages of a chosen tenant by clicking the Manage tenant () button next to the tenant's name, then select User AD attributes & Tokens from the left menu. If your custom attributes are not synced, the section will look like below (Fig. 3.).
|Fig. 3. The Custom attributes section in a hybrid environment before the configuration of Azure AD Connect.|
If you do not see the Custom attributes subsection in User AD attributes & Tokens (Fig. 3.), contact CodeTwo Support.
To fix the synchronization problem, open your Azure AD Connect. First, enable the Directory extension attribute sync feature in the Sync, Optional Features section, as shown in Fig. 4.
|Fig. 4. Configuration of Azure AD Connect, step 1.|
Second, navigate to the Directory Extensions section (Fig. 5.) by clicking Next, select your custom attributes (e.g. extensionAttribute[1-15], initials or homePhone) from the Available Attributes list on the left and move them to the Selected Attributes list on the right. Finally, complete the wizard by clicking Next.
|Fig. 5. Configuration of Azure AD Connect, step 2.|
When you finish the configuration, your custom attributes will be synchronized with Azure AD (Fig. 6.) and the corresponding custom placeholders will be available in the signature editor. Click here to learn how to add them to your signatures.
|Fig. 6. The Custom attributes section in a hybrid environment after successful configuration of Azure AD Connect.|
By default, in non-hybrid (cloud) environments custom attributes are not synced to CodeTwo Email Signatures for Office 365. Using PowerShell commands is necessary to access them. That is why our program features a ClickOnce application called CodeTwo Email Signatures for Office 365 Custom Attributes Sync. The app is installed locally on your computer and lets you quickly synchronize custom attributes using a 3-step wizard (Fig. 7.).
|Fig. 7. CodeTwo Email Signatures for Office 365 Custom Attributes Sync.|
To install the application, open the User Panel and enter the management pages for your tenant by clicking the Manage tenant () button. Select User AD attributes & Tokens from the left menu and click the Synchronize attributes button located at the bottom (Fig. 8.).
|Fig. 8. The Custom attributes section in a non-hybrid environment.|
If you do not see the Custom attributes subsection in User AD attributes & Tokens (Fig. 8.), contact CodeTwo Support.
After the app is installed, you can launch it directly from the Start menu. A simple wizard guides you through the configuration. Once you enter your global admin credentials (Fig. 9.) the program will synchronize your custom attributes to the Azure AD Cache (to learn more about the program's components, click here).
CodeTwo does not store, copy or have access to your global admin credentials. These personal data are used to access your Azure AD via PowerShell, using standard Microsoft procedures. If you select the option to store your credentials in the program, they will be encrypted and kept only locally.
|Fig. 9. CodeTwo Email Signatures for Office 365 Custom Attributes Sync requires global admin credentials to sync your attributes.|
You need to run the Custom Attributes Sync application each time you modify your custom attributes and want to make them available to CodeTwo Email Signatures for Office 365. Such a solution protects your data - you enter your global admin credentials only when they are required for the synchronization.
The Custom Attributes Sync application does not currently support multi-factor authentication (MFA). To use the program, you need to temporarily disable MFA for the global admin account of your tenant before you log in. Remember to enable your MFA after the synchronization.