Access and assign permissions to the Signatures app

The Signatures app (see Fig. 1.) allows you to:

create and manage email signature and autoresponder rules from any device and platform (Windows, Mac, mobile devices, etc.),
design and edit email signature and auto-reply messages templates,
manage one-click surveys,
test signature rules to see how they will apply in specific scenarios.

You can access the app at app.codetwo.com or click Signatures in CodeTwo Admin Panel.

When you launch the app for the first time, you need to sign in with your Microsoft 365 account and grant the required permissions. Only authorized users can manage signatures and automatic replies (such as out of office messages) in your organization. Learn more below

After you sign in to the Signatures app, it's time to create your first rule. For detailed, step-by-step instructions, see our guides on creating a signature rule or creating an autoresponder rule. Fig. 1. shows a preview of the Signatures app with some sample signature rules in place.

Fig. 1. The Signatures app.

Who can manage signatures in my organization?

By default, your tenant's Microsoft 365 global admins can access the Signatures app (Fig. 1.) and manage all email signatures and automatic replies. You can also grant access to the Signatures app to other users in your organization by assigning them the Signature rule admin role, as described below.

Important

Only users with Microsoft 365 global admin rights and those assigned the Access rights admin role (read on to learn more about this role) can manage Signature rule admins.

You don’t need to assign any licenses in Microsoft 365 to users who will be granted access to CodeTwo’s Signatures app.

Sign in to the Signatures app and go to Access rights (Fig. 2.). From here, you can assign the Signature rule admin role to individual users or groups (Microsoft 365 groups, distribution lists and mail-enabled security groups) by clicking ADD > User or ADD > Group. Once a user/group is added to the list shown in Fig. 2., this user / all members of this group can sign in to the Signatures app and manage all signature and autoresponder rules. Note that these users will also receive an email notification from CodeTwo informing them that they can now manage email signatures for your Microsoft 365 tenant.

Fig. 2. Here you can specify users who can manage email signature rules in your organization.

To remove a user or group from Signature rule admins, click the ellipsis (…) button next to their name and select Remove (Fig. 3.). Confirm your action when prompted.

Fig. 3. Removing a user/group from Signature rule admins.

By default, the list contains all your organization's Microsoft 365 global admins. They cannot be removed to avoid situations where no user can access and manage the rules.

If you plan to assign rule management tasks to non-admin users, make sure the app registration options in the Microsoft Entra admin center or the User consent to apps option in the Microsoft 365 admin center are temporarily set to the defaults, as described in this article.

Nested groups

If you select a group that has other groups nested inside, the members of both the top-level group as well as all nested groups will all be granted permissions to manage email signatures.

Who can manage Signature rule admins?

Signature rule admins are managed on the Access rights page in the Signatures app (Fig. 4.). You need to be your organization’s Microsoft 365 global admin or you need to have the Access rights admin role to access this page and be able to add/remove Signature rule admins (as well as manage other Access rights admins).

All Access rights admins are also Signature rule admins and can manage all email signatures and automatic replies in your organization.

Fig. 4. Adding new Access rights admins.

Inviting guest users (outside your organization) to manage signatures

Guest users added to your Microsoft 365 organization can also become admins in the Signatures app, as long as they are a member of another Microsoft 365 organization.

To learn how to grant guest users access to the Signatures app so they can manage email signatures, disclaimers and automatic replies on behalf of your organization, see this article.

Advanced access rights management

If you want to provide more granular control of your email signatures and automatic replies, you can turn on Advanced access rights management. This will allow you to organize email signatures and automatic replies into teams managed by different people or groups. Learn more about Advanced access rights management

See next

Create a signature rule – find out how to create a signature adding rule step by step.

Create an autoresponder rule – learn how to set up automatic replies for users in your organization.

CodeTwo One-click surveys – learn how to automate customer feedback measurement with one-click surveys added to your emails.