1. Configuration

Set up Tab


Signature Name

This is a new field in V4 onwards, this allows administrators to give the signature a meaningful name. Previous version relied on the "Group Name".


A free text field to add notes to the signature.


In V3 and below, this was known as the "Signature Type".

This field specifies how the signature will assigned. A signature configuration can either be assigned to a GROUP or be based on a RULE or be set as the DEFAULT signature.

a. Person/Group/OU

The signature can be applied to an individual user, and address book group and a wildcard based on the certifier or organisational unit.

b. Rule

A rule is a Notes Formula, if the rule returns @true then the signature configuration will be applied

If a user is not found in any of the groups or no rules, the DEFAULT signature will be applied.

Exclusion Group

You can exclude certain users from receiving the signature by entering a group or name in this field.. E.g. if you have a wildcard specified for the Group Name field above, you can the disable the signature configuration for just this group of users.

Insert into

When the signature will be appended

a. All Emails - The signature will always be inserted

b. New emails only - The signature will only be inserted if the application cannot detect a "forwarded/replied to" marker in the email.

c. Replies only - The signature will only be inserted if the application is able to detect a "forwarded/replied to" marker in the email.

Signature Placement

Where the signature will be inserted

a. Normal - The signature will inserted after the new email and before the reply/forwarded email.

b. Header. - The signature will inserted at the top of the email

c. Footer - The signature will inserted at the bottom of the email

Additional Options Tab



The option controls the Sub Signatures.

a. Use this signature only - Only the signature defined in the document will get applied

b. Use this signature and sub signatures - The main signature will be applied first, followed by any sub signatures.

c. Use sub signatures - Only sub signatures will be applied.

d. Mutually Exclusive - Sub signatures will be evaluated, if one sub signature is computed to be required it is added, zero sub signatures results in the mail signature being appended, multiple sub signatures results in a NDR being generated.

Example Sub Signatures

Local Signatures

Enabled/Disabled the configuration for use with Locally Generated Signatures.

Server Signatures

Enabled/Disabled the configuration for use with Server Generated Signatures.

Convert Text to RT

This feature is only required when code-generated emails are being sent, and there is a possibility that the body field was created as a text field rather than a rich text field. Switching to ON, will tell Crossware Mail signature to convert these fields to rich text, and therefore enable it to append a signature.

Convert Plain Text only to HTML

If the email contains a text/plain MIME part, this will be converted to HTML and the html signature will be appended.

Use Customised HTML

In V3 this was known as "Use HTML File"

Allows you to import a HTML file for MIME emails rather than allowing Lotus Notes to perform the conversion.

To import the file, click on the Import link. See Use HTML File.


Use Advanced Customised HTML

This option is new to V4 onwards, its a more advanced HTML editor that allows the inclusion of inline images into the customised signature.

Enabling the "Advanced Customised HTML" options disabled the "Customised HTML" option.

Use Customised Plain Text Signature

Allows you to import a text file for plain text MIME emails rather than allowing Lotus Notes to perform the conversion.


Unsign Emails

If this option is turned OFF, the signature application will NOT append a signature to signed emails. This is because when an email is signed, adding the signature would result in "This document has been modified since signing" warnings. If this option is turned ON, it will unsign the email if the user has signed it, so that the signature can be correctly applied without warnings.

Use Email Charset

When "Use Email Charset" is turned off, another character set can be selected, and an encoding type can be specified. This setting applies to MIME emails.

Linked Sub Signatures

This tab will displayed the sub signatures linked to this signature configuration.

Sub signatures can be added and re-orders from this tab.


Editors Tab


A user or group who has access to edit the signatures within this configuration. They do not have access to the advanced settings.

Edit History

A record of all the changes made to this configuration. Only changes made in a V4 onwards database will be recorded.

Create Signature

The "Create Signature" section allows for the creation and editing of the signature.

It will display all three versions of the signature:

  • Rich Text
  • HTML
  • Plain Text

This section also displays the Edit buttons, for HTML and Plain Text, if they have been overridden.

Rich Text

By Default, the signatures are created in Rich Text and automatically converted to HTML and Plain Text. The space below the Rich Text header is when the Rich Text Signature is edited.



The HTML section will display the converted Rich Text signature in HTML. If the use html file option of the advanced mime editor have been selected, this area will show that overridden signature along with the Edit button.


Plain Text

The plain text area operates the way as the HTML Signature above.

Action Buttons

When the signature configuration document is in edit mode, the following buttons are available:


Insert Lookups

Lookups allow information that is dependent on the user to be inserted into the signature. For example if you want to add contact details specific to the sender of an email, add a lookup field.

To insert a lookup, place the cursor at the location in the signature where the retrieved data is to be inserted, and click the Insert Lookup action button.

You will then be prompted to select a Lookup. Once selected, the Lookup text will be inserted into the rich text field. This lookup is entered as a normal text string, and should not be modified in any way.

For help on creating Lookups, see Lookup Configuration.

Send Test Email

This button allows you to send an email to a specified recipient with the current signature attached. This enables you to test the lookups in the signature and ensure it is all working before you apply the signature to actual users. You can also send the test email on behalf of another user to see how the signature will look for them.


  • User/Group - Either User or Group can be selected.
  • From, Principal and Recipient fields - These can contain any value to route the email to the user account that you would like to check it from.
  • Test Type - This refers to the format of the email. Select from Rich Text, MIME/html or MIME/Plain Text.
Related Products: CMS DOM v4, CMS DOM v5