Signature Based On Senders
Sigsync Email Signature Manager lets admins define sender conditions to control when and how email signatures are applied. By configuring sender-based rules, you can apply or exclude signatures for all senders, selected users, users from specific groups, or senders filtered using Azure Active Directory (Azure AD) attributes. These conditions provide precise control over signature application, ensuring the right signature is used by the right sender in every scenario.
You can configure sender-based conditions to control whether an email signature is applied. Based on the defined rules, signatures can be added or excluded for required senders.
You can set sender conditions in two ways. Refer to the sections below for detailed instructions:
Add Signature – Based on Senders
Sigsync allows you to apply email signatures based on sender conditions. A signature is added when the sender matches any of the selected criteria, such as Selected Senders, Senders from a Group, or Azure AD filters. This helps ensure signatures are applied only to the intended users.
All Senders
- The ‘All Senders’ option applies the signature to all senders, except those explicitly excluded under the ‘Do Not Add Signature’ conditions.
Selected Senders
- 'Selected Senders’ option applies the signature only to the selected senders, excluding any users specified under ‘Do Not Add Signature’.
- Click ‘Edit’ next to ‘Selected Senders’.
- Choose the required senders, then click ‘Save’ to apply the changes.
Senders from Group
- Adds the signature to senders who are members of the selected Office 365 group, except for any senders specified under ‘Do Not Add Signature’.
Azure AD Filters
- With the Azure AD Filters option, the signature is applied to a sender only when the sender’s Azure Active Directory (AD) field value matches the defined filter criteria. If the sender is also specified under Do Not Add Signature, the signature will not be applied.
- Click ‘Edit’ to set the filter conditions.
Configure Azure AD Filters
- Select the User AD Field (such as Department, Office Location, Job Title, etc.).
- Choose an Operator:
- Contains – Matches when the specified value is part of the AD field value.
- Equals – Matches only when the AD field value exactly equals the specified value.
- Enter the Value and click Add to List.
Condition Matching Options
Signatures are applied based on the selected matching logic:
- At least one of the conditions above is met – The signature is added if any one condition matches.
- All of the conditions above are met – The signature is added only if all conditions match.
Do Not Add Signature – Based on Senders
Sigsync allows you to exclude email signatures based on sender conditions. A signature is not added when the sender matches any of the selected criteria, such as Selected Senders, Senders from a Group, or Azure AD filters.
Selected Senders
- ‘Selected Senders’ option excludes the signature for the selected senders.
- Click ‘Edit’ next to ‘Selected Senders’
- Choose the users you want to exclude, then click ‘Save’ to apply the changes.
Senders from Group:
- ‘Senders from Group’ option excludes the signature to the senders who are members of selected Office 365 groups.
Azure AD Filters
- ‘Azure AD Filters’ excludes the signature for senders whose Azure Active Directory (AD) field values match the specified filter criteria.
- Click ‘Edit’ to configure and add the required filters.
- Select the User AD Field, choose an Operator, enter the Value, and click Add to List.
- User AD Field includes standard Active Directory attributes such as Department, Office Location, Job Title, and more.
- There are two options under operator:
- Contains - Matches when the specified value is part of the AD field value.
- Equals - Matches only when the AD field value exactly matches the specified value.
- Signature exclusion can be configured using one of the following options:
- At least one of the conditions above is met – The signature is excluded if any one condition matches.
- All of the conditions above are met – The signature is excluded only if all conditions match.
Note: Conditions within each section (Add Signature or Do not add Signature) are applied using OR logic, meaning the signature will be applied based on the first matching condition. However, conditions between the Add Signature and Do not add Signature sections are evaluated using AND logic.
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