Creating and Editing FootersCodeTwo Exchange Rules 2007 enables adding footers (disclaimers and signatures) to mail sent in HTML, RTF or plain text format.
Upon installation, in the main screen of the program you will find eleven ready-made rules containing footers. These footers can be used as a basis for your own disclaimers and signatures by highlighting a rule with a left-mouse-button click and choosing Edit from the main screen's toolbar (Fig.1.).
|Fig.1. The main screen of CodeTwo Exchange Rules 2007 with examples of the defined rules.|
You can alternatively right-click the chosen rule and hit Edit (Fig.2.).
|Fig.2. Using a mouse right-click to edit a rule.|
However, if you would like to create brand new rules containing your disclaimers/signatures click Add in the toolbar and create your own rule in the Edit rule window (Fig.3.).
|Fig.3. Creating a new rule.|
When you create a new footer, which is equivalent to creating a new rule, you will be able to specify several different features concerning your rule starting with the rule name and its description. Next, you can choose Scope of senders and Scope of recipients to whom the rule will apply, set Triggering and suppressing phrases that will enable or disable certain rules, create and preview your own footer in the Disclaimer/signature template editor and alocate it in the selected part of the message, set the time frames within which the footer will be added to particular mail (Scheduler) and decide whether to process another rule while other is applied or not (Fig.4.).
|Fig.4. New rule editor with the Disclaimer/signature template window opened.|
In the Disclaimer/signature template editor (Fig.5.) you can choose the place for the signature/disclaimer to be inserted and create a new signature/disclaimer using the built-in visual editor by clicking the Edit button. You may use the editor to compose footers in HTML, RTF and Plain Text formats and convert them to another of these formats.
|Fig.5. The Disclaimer/signature editor window.|
With the easy-to-use footer editor you can quickly download ready-made footers (Fig.6.) including several different templates like banners, bottom and top signatures and disclaimers or create a new rule containing various HTML elements, including images. While creating personalized signatures, you can use placeholders linked to Active Directory database - the AD variables will be replaced with data while messages are processed by the mail server.
|Fig.6. The Disclaimer/signature editor with the Library expanded.|
Remember that you should create a HTML footer template to be used with HTML-formatted messages, as well as a Plain Text template, which is going to be used with messages composed in Plain Text and RTF. To create a Plain Text template click Plain Text and enter its text. If you have already created an HTML footer beforehand, click Convert button from the top menu and choose Convert to Plain Text. The template will be converted to Plain Text based on HTML content in an instant. Note that you can convert every format to one another (Fig.7.).
|Fig.7. The Convert button expanded.|
To make use of the predefined disclaimers/signatures expand the Add button and choose between the following, ready-made footers: Custom signature (the same as you click bare Add button), Signature for internal mail, Signature for external mail, Signature for internal & external mail, End user-controlled signature, Marketing banner (time limited) and Signature with a photo (Fig.8.).
|Fig.8. The expanded Add button with a list of predefined rules.|
Signature for internal mail is a rule used only for mail sent between the users of the same Exchange 2007 organization (Scope of senders and Scope of recipients is set to Internal users) (Fig.9.)
|Fig.9. The predefined Signature for internal mail.|
Signature for external mail is a rule used only for mail sent outside the Exchange 2007 organization (Scope of senders is set to Internal users and Scope of recipients is set to External users) (Fig.10.).
|Fig.10. The predefined Signature for external mail.|
Signature for internal & external mail - rule used for both internal and outbound mail (Scope of senders is set to Internal users and Scope of recipients is set to All users) (Fig.11).
|Fig.11. The predefined Signature for internal & external mail.|
End user-controlled signature is a rule used subject to defining trigger or suppressing phrases (Fig.12.). Furthermore the scope of recipients in this rule is defined by an asterisk (*), which substitutes any string of characters and makes the rule apply to all recipients(Fig.13.).
|Fig.12. The Triggering and suppressing phrases editor in the End user-controlled signature.|
|Fig.13. The Scope of recipients in the End user-controlled signature.|
Marketing banner (time limited) - a rule used with the predefined marketing banner field in the Signature/disclaimer template (Fig.14.). This means that the only thing to do to make your e-mail campaign up and running is to download the banner in the predefined field. Furthermore, by default Scope of senders is set to Internal users and Scope of recipients to External users.
|Fig.14. The predefined Marketing banner (time limited) signature.|
Signature with a photo is a rule used with the predefined photo field in the Signature/disclaimer template, which is pulled out from the Active Directory database (Fig.15.). In this rule the Scope of senders is set to Internal users and Scope of recipients is defined with an asterix (*), which basically enables the rule to be applied to mail sent to all recipients.
|Fig.15. The predefined Signature with a photo.|
Every new rule or change you make will take effect only after you have saved it. To do this, click Save button in the program's main window or agree to save changes when exiting CodeTwo Exchange Rules 2007 (Fig.16.).
|Fig.16. Saving changes.|
The disclaimers you can create with CodeTwo Exchange Rules 2007 can contain graphics., e.g. company logo, staff member photos, facsimiles etc. Creating disclaimers containing images is very simple with CodeTwo Exchange Rules 2007 due to the built-in Disclamer/signature template editor. The images embedded to messages should be located on a local disk because disclaimers containing hyperlinks to images located on WWW servers may become invisible to some mail recipients using certain mail clients.
More about disclaimers containing images...
Another footer type that can be created with CodeTwo Exchange Rules 2007 are personalized disclaimers (signatures), containing variables from Active Directory. Personalized disclaimers will look differently for different staff members as the field codes in the signature will be translated to Active Directory values when the message is processed by the mail server. Personalized disclaimers can be conveniently created using the built-in Editor.
More about personalized disclaimers...
CodeTwo Exchange Rules 2007 has a built-in feature to process RT (Remove Text) Control Tags. This function proves especially useful with personalized disclaimers containing Active Directory placeholders. In the event that the placeholder cannot be filled with values due to the lack of corresponding data in the Active Directory base, RT control tags will remove the empty line(s) or redundant text in the disclaimer. RT control tags can be conveniently embedded into disclaimers with the built-in Signature Editor.
More about RT control tags...
To see what the message will look like together with the disclaimer/signature added by a selected rule, highlight the particular rule and click Edit in the toolbar. Then choose the Disclaimer/signature template. The preview of the footer will be visible in the right field provided (Fig.17).
|Fig.17. The preview of the created footer.|
Footers can be added to all internal and external outgoing messages.
Footers cannot be added to encrypted or digitally signed messages.
Footers are added to messages sent using all types of mail clients: Outlook, OWA, OMA, Blackberry, Entourage for Mac, iPhone, SMTP clients.
Principles of Rule Creation and Functioning