How to use keywords to let users add or remove email signatures
Learn how to enable users to manually choose a different cloud (server-side) signature for their messages or to remove an email signature entirely.
The solution presented in this article works only in cloud (server-side) mode (and combo mode when using cloud/server-side signature rules). The Outlook (client-side) signature mode allows users to select their signature in Outlook from the templates prepared for them. Learn more
When CodeTwo Email Signatures 365 works in cloud (server-side) mode, users cannot select their signature or modify its contents. Cloud signatures are managed centrally by an admin (or delegated users) and are added after an email is sent, based on signature rules configured in the signature management app. However, the program can also make use of keywords to trigger or suppress signature rules responsible for adding cloud signatures to emails. Learn more about keywords
Keywords are a great way to give users more control of cloud (server-side) signatures. For example, keywords can be used to add a signature:
- in another language (learn more),
- with a different banner,
- with contact details of another user,
- with different information when sending an email on behalf of a group or a distribution list (distribution group),
- and more,
or if you want to send an email without any signature at all.
This article shows how to configure CodeTwo Email Signatures 365 for a specific email signatures usage scenario. If you need more basic information, use the links below:
How to configure the program for this scenario
Follow the links below to learn how to:
- Use keywords to trigger cloud (server-side) signature rules
- Use keywords to suppress cloud (server-side) signature rules.
Tips on creating keywords
You can use a single word or multiple-word phrases. If you add an asterisk (*) before and/or after a single word, e.g. *spam*, the rule will be triggered (or suppressed) not only by the word spam but by anti-spam or spamming as well. Since keywords are not case sensitive, the word SPAM will also work.
Avoid using phrases that could be used in normal communication so that the rule is not triggered by accident. For example, instead of defining keyword spam, it is better to use #spam.
You can also define more than one keyword. Each additional keyword is connected with the other ones by the OR operator. This means the signature rule will be triggered (or suppressed) if at least one of the defined keywords are found in the email body or subject.
In this example, we define a keyword that will be used to add a different email signature to an email.
First, sign in to app.codetwo.com and, in the signature management app's main window, select a cloud (server-side) signature for which you want to define a keyword. You can also create a new signature rule by clicking the CREATE RULE button and selecting Server-side signature (Fig. 1.).
Use the Senders and Recipients steps to specify other conditions that need to be fulfilled for the rule to be applied. Learn more
Next, go to the Keywords step and click Add under the top list. In the Add phrase pane that opens, enter your keyword, e.g. #banner2. Use the Search in drop-down menu, as shown in Fig. 2., to define where the program should look for the keyword: in the email body, email subject or in both places.
Select the Remove this phrase checkbox if you want the program to remove the keyword from the email body and/or subject after it has processed the email (Fig. 3.).
In the Logic step, make sure to leave the default settings, as shown in Fig. 4. This way, the program will still add signatures specified in other rules even if you don’t include the keyword in the email body/subject. And if the keyword is found, you make sure that the program will not add another signature.
Use the Design step to edit your email signature (or design a new one, if you created a cloud (server-side) rule from scratch). In this example, we will use a different signature template (Fig. 5.). Learn more about how to design a signature template
Click Save & Publish to save the signature rule and apply it in your organization.
Use the Move up button in the app's main window to move the signature rule on top of other rules (Fig. 6.). By doing so, you make sure that the program will execute this rule as the first one in the case it finds the defined keyword. This is especially important if, for example, you have configured a general signature rule that adds a signature to all outgoing emails in your organization.
Go to the Result section below to find out how a user can make CodeTwo Email Signatures 365 to add a different signature by using the defined keyword.
In this example, we define a keyword that will be used to suppress a cloud (server-side) signature rule that adds a signature to an email.
Sign in to app.codetwo.com and, in the signature management app's main window, select a cloud (server-side) signature for which you want to define a keyword. You can also create a new cloud (server-side) signature rule, as shown in Fig. 1.
In the Keywords step, click Add under the bottom list. In the pane that opens, enter a keyword, e.g. no-signature, and use the Search in drop-down menu, as shown in Fig. 7., to define where the program should look for the keyword: in the email body, email subject or in both places.
Select the Remove this phrase checkbox if you want the program to remove the keyword from the email body and/or subject after it has processed the email, as shown in Fig. 3.
Click Save & Publish to apply your changes. Remember to notify the users whom you wish to be able to send emails without signatures about the keyword they are supposed to use.
Using keywords is not the only way to suppress email signatures. You can also exclude email signatures for emails sent to specific users or groups. Learn more
In the first scenario, we defined keyword #banner2 to trigger a specific cloud (server-side) signature rule. In Fig. 8., neither the email body nor its subject contain the defined keyword, so CodeTwo Email Signatures 365 adds the standard signature to the email when it is sent.
Once a user adds the keyword e.g. to the email body (Fig. 9.), the program inserts a different email signature into the email. The keyword is removed from the email.
In the second scenario, we defined keyword no-signature to prevent the program from adding a cloud (server-side) signature. If CodeTwo Email Signatures 365 finds this keyword either in the message subject or body, the signature will not be added to this message. The program also removes the keyword.
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