Access and assign permissions to signature management app

If you finished the main configuration steps, you can start working on your email signatures.

You can access the signature management app at app.codetwo.com. The app allows you to create and manage email signature rules from any device and platform (Windows, Mac, mobile devices, etc.). At first launch, you need to sign in to your Microsoft 365 (Office 365) user account and accept the required permissions.

Alternatively, you can download a desktop version of the app for Windows. If you need installation guidelines, see this section.

After you sign in to the signature management app, it's time to create a signature rule. See Create a signature rule for step-by-step instructions.

Only authorized users can manage signatures in your organization. Learn more below

Both versions of the signature management app can also be accessed from the Signatures tab (Fig. 1.) in the CodeTwo Admin Panel. You don't have to be logged in to the Admin Panel to view this tab.

The Signatures tab in the CodeTwo Admin Panel.
Fig. 1. The Signatures tab in the CodeTwo Admin Panel.

Who can manage signatures in my organization?

By default, email signatures can be managed by all of your Microsoft 365 (Office 365) tenant's global administrators. However, you can delegate signature management permissions to other users in your organization. To do so, go to the CodeTwo Admin Panel, open the management page of your tenant by clicking the Manage tenant (ESIG for O365 settings button2 13px) button next to the tenant's name (on the Dashboard or Tenants tab) and select Users from the navigation menu on the left (Fig. 2.).

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

By default, the list contains your organization's global administrators. Global admins cannot be removed to avoid situations where no user can access and manage signatures.

If you plan to assign signature management tasks to non-admin users, make sure the App registrations options in Azure AD admin center or the Integrated Apps options in the Microsoft 365 admin center are temporarily set to the defaults, as described in this article.

You can add/remove individual users and groups.

  • If a user or group is on the list, they can log in to app.codetwo.com (or launch the desktop version of the app) and manage all email signature rules.
  • If a user/group is not on the list, they are not able to manage signature rules.

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 be granted permissions to manage email signatures.

Desktop app

Installation and launching

The Manage Signatures App is a Windows-based version of the signature app. It's a ClickOnce application installed locally on a Windows-based computer. You can install the app:

  • directly from this link;
  • from the CodeTwo Admin Panel, by clicking the DOWNLOAD STANDARD DESKTOP APP on the Signatures tab, as shown in Fig. 1.

After the application's installer is downloaded (Fig. 3.), you need to launch it.

Application download in progress.
Fig. 3. Application download in progress.

After the installation is complete, you can launch the application from the Windows Start menu.

The application shows a welcome screen at launch (Fig. 4.). To proceed, click Log in. A Microsoft 365 sign-in page will open. Sign in to your Microsoft 365 (Office 365) user account and accept the required permissions. Remember that you need to be an authorized user to be able to access the application, as explained here.

Important

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 credentials. If you select the option to keep you logged in (see Fig. 4.), the required tokens will be encrypted and stored on your local machine.

The Manage Signatures App welcome screen.
Fig. 4. The Manage Signatures App welcome screen.

Once you're logged in, the application opens, and you can start managing your signature rules.

Updating the desktop app

The Manage Signatures App is equipped with a self-updating mechanism (a feature of the ClickOnce technology). Each time you launch the program, it checks for newer versions and prompts you to install the most recent update, if available. We highly recommend installing all the updates.

Troubleshooting

If you stumble upon a logon error mentioning that proxy authentication is required when starting the Manage Signatures App, check this Knowledge Base article.

Tip

Consider blocking your users from configuring OWA signatures to avoid duplicates and unauthorized disclaimers.

See next

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

Was this information useful?