What are Rules?

Rules are the conditions that emails should meet to get signature added into email. If none of the created rules are applicable to an email, then no signature will be added to that email. You can create dynamic conditions (rules) that help in adding signatures based on situation such as keywords in subject and body text, sender address etc., instead of same signature for all mails.

Rules Menu  

Rule Operation

Create, delete, set priority and set status for the rules.

  • Add New Rule

    In the 'Signatures rule' tab, click '+' to add new rule and provide the name.

    Create new rule

    Add new rule

  • Set Rule Priority

    (   ) Set Priority to the created rules by using up (▲) and down (▼) buttons.

    set-priority

    set-rule-priority

  • Set Rule Status

    By default, Status will be set to active. If you want to temporarily disable the particular rule, you can use toggle button,

    Status  -  Status is active.

    Status  -  Status is inactive.

    Status

  • Delete a Rule

    Select the required rule to delete then click the (   ) delete button.

    delete-rule

Senders & Receivers

In 'Senders & Receivers' tab, you can specify which senders’ emails should have signatures or which should not have signature. If you select multiple options such as Selected Senders and Senders from Group, then signature will be applied if sender is in either of the option selected.

Add Signature - based on senders

All Senders:

Adds the signature to all the senders.

all-senders

Selected Senders:

Adds the signature to the selected senders to whom you wish to add. Click the 'Edit' button to select the senders and then click the 'save' button to apply the changes.

selected-senders

select-users

Senders from Group:

Adds the signature to senders who are members of selected Office 365 group.

senders-from-group

Azure AD Filters:

Adds the signature to the sender according to the particular Active Directory (AD) field value specified. Click the 'Edit' button to add the field values. Any sender who has matching AD field value mentioned will have signature added to email.

Azure-AD-filters

  • Select the 'User AD field', 'Operator', provide the 'value' and click the 'Add to list'.
  • 'User AD field' has all the default AD field such as Department, Office Location. Job Title etc., Operator has Contains and Equals option.
  • Contains operator is used when it should match even if value matches only part of AD field value.
  • Equals operator is used when it should match exactly to AD field value.

Set-Azure-AD-fields

Signature will be added based on two options i.e.,

  • 'At least one of the conditions above is met' – Any one of the conditions should match to add.
  • 'All of the conditions above are met' – All of the conditions must match to add.

Do Not add signature – based on signature:

Sigsync provides option to exclude the signature based on Senders. This applies if the sender matches to any of these below options selected: 'All Senders', 'Selected Senders', 'Senders from Group', 'Azure AD Filters'.

Selected Senders:

Excludes the signature to the selected senders to whom you wish to exclude. Click the 'Edit' button to select the senders and then click the 'save' button to apply the changes.

Do-not-signature-based-on-selected-senders

select-users-to-exclude

Senders from Group:

Excludes the signature to the senders who are members of selected Office 365 groups.

Do-not-signature-based-on-selected-groups

Azure AD Filters:

Excludes the signature to the sender according to the particular active directory (AD) field value specified. Click the 'Edit' button to add the filters.

Do-not-signature-based-on-Azure-AD-filters

  • Select the 'User AD field', 'Operator', provide the 'value' and click the 'Add to list'.
  • 'User AD field' has all the default AD field such as Department, Office Location. Job Title etc., Operator has Contains and Equals option.
  • Contains operator is used when it should match even if value matches only part of AD field value.
  • Equals operator is used when it should match exactly to AD field value.

Set-Azure-AD-fields-to-exclude

Signature can be EXCLUDED based on two options i.e.,

  • 'At least one of the conditions above is met' – Any one of the conditions should match to exclude.
  • 'All the conditions above are met' – All of the conditions must match to exclude.

Add Signatures to - Recipients

Sigsync provides option to add signature based on the email recipients within / outside organization.

add-signatures-to-recipients

  • 'Within the Organization (Internal) and Outside the Organization (External)' – Allows to add signatures to internal emails and external emails.
  • 'Within the Organization (Internal) Only' – Allows to add signature only for internal emails. That's, inserts signature if Sender and Recipient domains are same.
  • 'Outside the Organization (External) Only' – Allows to add signature only for external emails. That's, insert signature only if Sender and Recipient domains are different.

Keywords

Adds the signature to the email only when all the added keyword condition satisfied.

Add Signature – based on keywords:

Sigsync provides option to add signature based on the 'keyword/phrase' contained in the email subject or body.

In 'Keywords' tab, Click the '+ Add Keywords' button to add 'keyword/phrase'.

add-keywords

Enter the 'keyword/phrase' and select the 'search in:' option.

enter-keyword-phrase

If you check the 'Remove this phrase from email subject and body' option, it removes the entered 'keyword/phrase' if matched. Otherwise, it will keep it as it is if matched. Click 'Ok' to continue.

remove-phrase-from-subject-and-body

Do not add signature - based on keywords:

Sigsync provides option to exclude signature based on the 'keyword/phrase' contained in the email, subject, body or only if it exists in both email subject and body.

In 'Keywords' tab, Click the '+ Add Keywords' button to add 'keyword/phrase'.

add-keywords-to-exclude

Enter the 'keyword/phrase' and select the 'search in:' option.

enter-phrase-to-exclude

If you check the 'Remove this phrase from email subject and body' option, it removes the entered 'keyword/phrase' if matched. Otherwise, it will keep it as it is if matched. Click 'Ok' to continue.

remove-phrase

Rule Execution Flow

If user has created more than one rule, an email may satisfy more than one rule condition. To address this scenario, you can set priority for the rules to be considered in (   ) Set Priority button.

Change priority of rules by using up (▲) and down (▼) buttons.

rule-execution-flow

If this rule is applied:

Go to the next rule - If this rule is applied

This option allows you to execute the next rule, if this rule is applied.

goto-next-rules-if-rule-is-applied

Stop processing the next rule – If this rule is applied

This option allows you to stop next rule checking, if this rule is applied.

stop-processing-the-rule-if-rule-is-applied

If this rule is not applied:

Go to the next rule – If this rule is not applied

This option allows you to execute the next rule, if this rule is not applied.

goto-next-rule-if-rule-is-not-applied

Stop Processing the next rule – If this rule is not applied

This option allows you to stop next rule checking, if this rule is not applied.

stop-processing-rule-if-rule-is-not-applied

Assign, Create, Edit Template

Sigsync provides the option to assign, create or edit the template for the selected rule.

Select the rule to which you want to assign the template.

select-the-rule

If you have saved templates, you can assign them from drop down list

assign-template

You can also create or edit signature using Signature generator.

create-signature-using-generator

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