This page is intended for use by the administrator.
It describes the creation of rules to replace default text appended to the bottom of emails, sent with Mobile devices, with the Corporate Standard of your choice.
On this page:
- Getting started
- Creating rules
- Rule Text examples
- HTML and Plain Text Formats
- Advice and tips
Copy your license key to activate the Mobile module and allow you to manage rules. Please contact us for a Mobile Trial license key.
The trial runs for 14 days, so make sure you meet the system requirements before starting your trial.
You create and manage rules from within the admin console. You don't need to install extra software anywhere.
Your license key will allow the 'Mobile' tab to display:
Now, click the 'Rules' button to open up the rules interface.
To create a new rule, simply click the 'New Rule' button and type the name and a description of your rule.
Please note that you cannot change the name after it has been saved but you can always change the description.
Only one line rule is supported.
To set up a rule text, select the rule from the rule list and type the signature text you want to be replaced. Note that this text is case sensitive.
When this text is met in the signature field on your device, it will be replaced with the default email signature from Outlook.
- Create a test rule.
- Try out with a text such as '((mobilesignature))' just to test and see that the text is being replaced.
- Remember that the rule text is case sensitive!
- Remember to enable the rule.
Rule Text Examples from our inbox:
• Sent from my iPhone
• Sent from my iPad
• Sent from my Windows Phone
• Sent from Samsung Mobile
• Sent from my BlackBerry Handheld Wireless Device
• Von meinem iPad gesendet
• Sent from my HTC One™ X, an AT&T 4G LTE smartphone
• Sent via the Samsung Galaxy S™ II Skyrocket™, an AT&T 4G LTE smartphone
• Sent from my GT-N7105T on the Telstra 4G network
• Sent from my Android phone using TouchDown
• Sent from my Verizon Wireless 4G LTE DROID
HTML and Plain Text formats
The Mobile Module will, by default, use the default Outlook html email signature as your signature. However, if you use a device which will send out an email in plain text, then you need to make sure that you have generated a plain text version of your default email signature.
Logos and images
Logos and images are supported in HTML emails. If your existing email signature refers to images on a shared network folder, then you must move images to a web folder (URL) as smartphones cannot use images located on your network.
With images located on your web folder, images will show up when sent from your devices (provided that you send html email and that you have a logo in your default Outlook email signature).
Changing image location from network share to a public web folder will not change the way Outlook 2007/2010/2013/2016 shows images.
Advice and tips
If you want to make it easy for yourself and not maintain too many rules, we offer the following:
- You should instruct your users to keep the default signature message such as 'Sent from my iPhone'. If they change that signature message, it will not be detected by the Exchange agent and hence not be replaced.
- The Exchange agent will replace every keyword, he finds in the email text. If you receive an email with this text, this will be replaced, too, if you reply to it.
- A Best Practice would be to define some default signature text such as ((COMPANYSIGNATURE)) or similar and instruct users to update the signature to exactly this text. Then you only need to maintain fewer rules.
It is not possible to centrally manage the signature text on iPhones, Windows phones and Android phones which is why we let you manage this in this way from your server side.
If you installed the filter but no email signature is applied when email is sent from mobile device, verify the following:
- Min. v8.6.2 of Sign.exe and v8 database? (Check log file found in Configuration menu).
- Exchange Server 2007 SP1 or newer?
- Is the Exchange agent active in Get-TransportAgent? Did you connect to database without 'Provider=sqloledb;'?
- Verify here: HKEY_LOCAL_MACHINE\SOFTWARE\eMailSignature\ExchangeFilter