Quick guide to creating rules

This article shows how to prepare your first signature rule. Some additional configuration options, such as enabling the Sent Items Update feature, are also mentioned. Use the links below for quick access.

Configure the Sent Items Update service

Once the installation of CodeTwo Exchange Rules Pro is completed and you have already configured the access rights to rules, you may move on to create your rule. You can either add a new rule straight away or start with the optional feature to set up the Sent Items Update service first before creating any rules. This service will let a user see the signatures added by the program in the Sent Items folder of this user's mailbox. To start the SIU configuration, click the Click to change link in the upper right corner of the Administration Panel (Fig. 1.).

Exchange Rules PRO - QG1
Fig. 1. Opening the Sent Items Update configuration window.

The Sent Items Update configuration window should display. Since the application provides support for certain hybrid environments, the Sent Items Update configuration wizard requires to choose a proper environment type. For standard, non-hybrid environments select the first option (Fig. 2.).

Exchange Rules Pro - Environment type in wizard
Fig. 2. Choosing a proper environment type. 


A complete walkthrough for the Sent Items Update service configuration process, covering also hybrid environments, is available here.

It is strongly recommended to let the program Autodiscover Exchange Server (Fig. 3.) on the Server connection page.

SIU - Autodiscover
Fig. 3. Using the Autodiscover option.

Next, simply mark the Let the program create a new account automatically checkbox (Fig. 4.) in the Account credentials step.

SIU - automatic creation of account
Fig. 4. Selecting the user account.
On the last page, simply click the Configure button to start the configuration process. The account for the Sent Items Update service will be created and granted the impersonation rights. Finally, the application will start the service (Fig. 5.).
SIU - done
Fig. 5. The Sent Items Update service has been configured.

As from now every email processed by the program will be visible in the Sent Items folder (the update may not be visible straightaway and can take a couple of minutes), it is time to create a rule that will add a signature.

Add a new rule and define conditions

Click the + Add button within the List of rules and choose New rule (clean) from the context menu (Fig. 6.).

Er Pro quick rules new rule
Fig. 6. Adding a new rule.

A new empty rule will be created. Now choose the name of the rule. Optionally, you can also describe the rule in the Comments field to have a better understanding of its purpose in the future (Fig. 7.).

Exchange Rules PRO - QG3
Fig. 7. Entering the rule's name and description.


Instead of creating a new rule from scratch, you can choose one of the predefined rules visible in Fig. 6. above and modify it. More elaborate rules with complex settings can be imported via the Import/Export button located in the Administration Panel’s toolbar. Learn more

Next, move on to the Conditions tab and define the conditions that, if met, will trigger the signature to be added to mail. First choose the type of condition (Field) than define the Operator and finally set the Value (add additional conditions by clicking the + button). To group the conditions, mark them and then hit the Exchange Rules Pro  - grouping button button. In our case the created signature will be added only if both the Sender belongs to the local Built-in Users group and the Recipient is an Internal user or independently if the Recipient is an External User (Fig. 8.).

Exchange Rules PRO - QG4
Fig. 8. Defining conditions that will trigger the rule.


Learn more about defining conditions and their exceptions and how to group conditions.

Compose your signature

Once the set of conditions is defined, click the Actions tab. Next, hit the Add button and from the context menu choose Insert signature (Fig. 9.).

Exchange Rules PRO - QC5
Fig. 9. Choosing the Signature adding action.

A new, empty action inserting signature will appear within the List of actions. To compose the signature click the Edit button to open the Editor (Fig. 10.).

Exchange Rules PRO - QC6
Fig. 10. Opening the Editor.


Instead of creating a signature / disclaimer template from scratch you may also make use of the predefined templates in Template Library.

Once the Editor opens, compose your signature using the variety of available options (see Editor's manual for more information). In our case we are going to create a simple signature in HTML adding few basic placeholders (filled with AD attributes) and removing one of them along the whole row if its content is not present in the Active Directory. To add an AD attribute placeholder, click the AD attributes button and choose an attribute from the context menu (Fig. 11.).

Exchange Rules Pro AD attributes button
Fig. 11. Adding AD attribute placeholders.


If you do not want to add placeholders automatically, you can also add them within the Editor by typing manually. Furthermore, if you want to add new placeholders (that are not present in the program by default) you may create them via Additional AD attributes (custom placeholders) feature in Settings. Once created they will be visible in the context menu of the AD attributes button in the Editor under Message Sender.

After setting up the content of your signature, you may want to decide about the place where it will be inserted within mail and what to do if the signature is already found within a particular message (in case of replies and forwards). Open the Disclaimer/Signature options window via the Settings (Exchange Rules Pro  - toothed gear) button, choose your options and click OK (Fig. 12.). In our case, the signature will be added Right under the original reply message and the old occurences of this signature will be removed if found in the message body.

Exchange Rules Pro additional signature options
Fig. 12. Opening the signature/disclaimer options window.

Now, confirm the chosen options by clicking OK, save your signature template via the Save button and close the Editor (Fig. 13.).

Exchange Rules PRO - Save changes into editor
Fig. 13. Saving a new signature template in the Editor.

Save the rule and preview it

Last but not least, click Submit changes in the Administration Panel to let the rule take effect and add the newly created signature to sent emails (Fig. 14.).

Exchange Rules PRO - submit changes
Fig. 14. Saving a new rule in the Administration Panel.


Before you send messages processed by CodeTwo Exchange Rules Pro, you can check how the rule adds signature in the virtual environment called Rules Tester. Simply click the Rules Tester button in the Administration Panel. In the Rules Tester's window choose New, Email, define a sender and a recipient and click Send (Fig. 15.).

Exchange Rules PRO - Testing signature
Fig. 15. Sending a test message in the Rules Tester.

The outcome will be visible in the previously defined Sender's Sent Items folder and within the Recipient's Inbox (Fig. 16.).

Fig. 16. Message with a signature visible in the recipient's inbox in the Rules Tester.


See next

Examples of use - this article describes the most common scenarios of the configuration of rules.

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