What are Rules?

Rules are conditions that emails should meet to get signature added into email. If none of the available rules are applicable to an email, then no signature will be added to that email.

Rules are globally applicable, you can set it in 'Rules and templates' tab and it will be applicable to all users. This is useful for email campaigns and company wide setups. You can however setup templates for each individual user as well.

You can create dynamic conditions (rules) that helps in adding signatures based on situation such as subject, body text, sender address etc., instead of same signature for all mails.

How to use rules to dynamically insert signatures, disclaimers?

  1. Provide a name to identify different rules

    rule-name

  2. Select a signature template

    Select the Template which is suitable for your signature from range of templates provided. This is global template and will be applicable for all users. However, you can add different template for each individual user.

    select-template

  3. Set the scope of email flow

    add-signature

    a. 'Within the Organization (Internal) and Outside the Organization (External)' - Select this if you want to have a signature for all emails.

    b. 'Within the Organization (Internal) Only' - Select this if you want to have signature only for internal mails. That's, insert signature if Sender and Recipient domains are same.

    c. 'Outside the Organization (External) Only' - Select this if you want to have signature only for external mails. That's, insert signature only if Sender and Recipient domains are different.

    Note : If an email has both internal and external recipient, also internal and external signature rule are created and applicable for that email. Then only external signature rule will be applied.

  4. Decide to add / do not add signature based on Senders

    add-senders

    Signatures will be applied based on the sender list. That's, you can either Include or Exclude the Sender for signature.

  5. Decide signature to email based on the email subject

    add-subject

    You can set partial or full name of the subject to decide only if the presence of the subject text should insert signature to the particular email.

  6. Decide signature to email based on the email body content

    add-body

    You can set partial content of the email body to decide only if the presence of the body text should insert signature to the particular email.

  7. Rule execution flow

    rule-flow

    If you have created more than one rule, an email may satisfy more than one rule condition. To address this, you can set priority for the rules to be considered by following ways.

    a. If one of the rule is applied go to the next rule or stop processing the next rule
    That is, a rule is applied, you can either go to next rule if it exists or you can stop processing rules to apply signature. If one of the rule is matched, then the email will have corresponding signature.

    b. If the rule is not applied go to the next rule or stop processing the next rule
    That is, a rule is not applied, you can either go to next rule if it exists or you can stop processing rules. If one of the rule is matched, then the email will have corresponding signature.

    For Instance: You have created 3 rules, to handle 2 different roles (HR Manager and Branch Manager) in your Office.

    Rule-1 : To get separate signature applied for your emails based on your HR Manager designation.

    Rule-2 : To get separate signature applied for your emails based on your Branch Manager designation.

    Rule-3 : Along with signature, you wanted to have disclaimer.

    Case 1: If you want only designation then you must set options as

    For Rule-1
    *If one of the rule is applied
    Stop processing the next rule

    rule-stop

    Case 2: If you want designation and disclaimer then you must set options as

    For Rule-1
    *If one of the rule is applied
    Go to the next rule

    rule-applied

    For Rule-2
    *If the rule is not applied
    Go to the next rule

    rule-not-applied

    For Rule-3
    *If one of the rule is applied
    Stop processing the next rule

    rule-stop