Scope & region

By accessing the Scope & region page in CodeTwo Admin Panel (Fig. 1.), you can change the scope of users who can consume licenses and benefit from the CodeTwo service (get signatures, branding and automatic replies). Note that only these users' data (like Entra ID attributes used in email signatures) is stored by CodeTwo in the Azure region of your choice. You can check this region here as well – this is where your emails are processed by the service (in the cloud/server-side mode) and where your settings and some of your data are kept.

The scope of licensed users and region is first selected during the registration process. You can change the scope at any time, as explained below, but you can no longer change the region for your Microsoft 365 tenant.

The Scope & region page in CodeTwo Admin Panel.
Fig. 1. The Scope & region page in CodeTwo Admin Panel.

Changing the scope of licensed users

Follow the steps below to change the scope of licensed users. Just note that each time you change the scope, it may take some time to synchronize it with CodeTwo (up to several hours, based on the size of your organization). See also this section to learn how this change might affect your email signatures or other functionalities in CodeTwo Email Signatures 365.

To change the scope of licensed users:

  1. Sign in to CodeTwo Admin Panel.
  2. Select your tenant on the Tenants page.
  3. Go to Scope & region and click Change (Fig. 2.).

Changing the scope of licensed users.
Fig. 2. Changing the scope of licensed users.

  1. In the pane that opens, select if you want to include all users in your organization in the scope of licensed users, or you want to limit the scope to a specific group of users (Fig. 3.).

Limiting the scope of licensed users to a specific group of users.
Fig. 3. Limiting the scope of licensed users to a specific group of users.

  1. Click OK and confirm with YES to apply your change.

What happens when I change the scope of licensed users?

Depending on the new scope you selected, you might need to review other settings to ensure your signatures are not interrupted:

Reset license count

After changing the scope of licensed users, we also recommend resetting the license count 24 hours* after the change, as described in this article (especially if the change in the scope requires reassigning CodeTwo licenses to new users).

* The synchronization of the new scope with CodeTwo should take up to several hours, based on the size of your organization. That is why 24 hours will be enough for organizations of all sizes.

Review Exchange Online connectors

This only applies to you if you're using CodeTwo cloud (server-side) signatures.

When configuring CodeTwo Exchange Online connectors and transport rule in the cloud (server-side) or combo mode, you selected a scope of users (senders) whose emails are routed through CodeTwo to get cloud signatures. The table below shows how the CodeTwo service will behave if the scope of senders (handled by connectors) is different from the scope of licensed users:

Scope of senders (connectors) Scope of licensed users Outcome
Group A Group B Emails sent by users in Group A will be routed through CodeTwo, but only users that belong to both Group A and B will get cloud signatures.
All users Group B All user emails will be routed through CodeTwo, but only users that belong to Group B will get cloud signatures (users that don't belong to Group B will not consume licenses).
Group A All users Only users in Group A will get cloud signatures. Other users might also get Outlook signatures if you use Outlook signature rules (combo mode).

If you believe that after changing the scope of licensed users some of your users might not get cloud signatures from CodeTwo, be sure to also update the scope of senders by reconfiguring Exchange Online connectors, as described in this article.

Check your signature and autoresponder rules

The scope of licensed users is used by the Signatures app when setting up signature and autoresponder rules. You cannot select users or groups outside this scope to set up conditions/exceptions of your rules (for example, if you select the All senders condition, it will apply to the group of users selected in the scope of licensed users). Double-check all your rules after changing the scope of licensed users to be sure all your users will continue to get their signatures. Learn how to set up rule conditions and exceptions

Tip

You can use the signature rules tester to check if your cloud (server-side) and Outlook (client-side) rules work correctly with specific users or groups of users.

Check the configuration of your conditional placeholders

Conditional placeholders consist of rules that are based on users' (email senders') Entra ID / Azure AD attributes. You can only create placeholder rules for users that are included in the scope of licensed users. So, if you changed the scope and use this type of placeholders in your signatures, double-check the conditions in your placeholder rules to make sure all conditional placeholders continue to work as intended.

To access conditional placeholders, sign in to the Signatures app, click any signature preview to open the editor, and then click Conditional placeholders > Manage on the editor's ribbon. Learn more about editing conditional placeholders

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