Views:

Introducing Signature Blocks

A Signature Block is a piece of your signature, such as an ad banner, disclaimer, or address, which can be controlled separately from the rest of the signature. Signature Blocks are usually set up to ensure that these pieces only appear to certain email recipients, e.g., a disclaimer that only those external to your company can see.

You to retain full control of Signature Blocks by applying rules (simple, or advanced using C#) to them to customize when they are added as part of your signature.

You can create and apply an unlimited number of Signature Blocks. Signature Blocks can be re-used on any number of signatures in your Crossware Mail Signature account.
 

How do I create a Signature Block?

Signature Blocks are created as separate pieces, then applied to / used in any number of Signatures.
 

1. In the left sidebar menu, select 'Blocks'.

2. Click on the 'Create block' button found at the top right-hand corner of the window. 

3. Give your Signature Block a Name and a useful Description.

4. Now you can go ahead and design your signature block in the editor. Swap between the visual and HTML editor by clicking the 'HTML Code' (</>) button in the bottom right of the editor.


 

Adding Active Directory Fields

You can add fields from your Active Directory to your Signature Blocks.

(a) Click Fields in the right sidebar menu to expand the list and see all available fields. If you can't see a field that you'd like to add, please see this article.

(b) Drag your chosen fields directly into the editor box, exactly where you want them.
 
 

Adding Images / Graphics

(a) Click Images in the right sidebar menu to expand the list and see all uploaded images.

(b) Drag your chosen images and graphics directly into the editor box, exactly where you want them.

You can also upload new graphics and images from your computer to your Signature Blocks.

(a) Click the images tab located on the right in the editor menu

(b) Click 'Manage images' > 'Upload image' and select your image from your computer folders.

(c) You can move your image around within your signature by dragging and dropping it.
 

Adding text

To add text, simply paste, or type directly into the editor box and format it using the editing menu. Remember, if you're adding personal information, you should generally do this via Active Directory fields to ensure that each users has their own personal details on their signatures.
 

How do I choose who sees my Signature Block?

You can control which recipients will see your Signature Blocks in the 'Who is this block for?' section.

1. Specify who should see this block with the Selection drop-down

A signature block design can be assigned in the following ways:
 
(a) All recipients - The signature block will be appended to all emails.

(b) Internal recipients - The signature block will be appended to all emails when at least one of the recipients is an internal user.

(c) External recipients - The signature block will be appended to all emails when at least one of the recipients is an external user. In the case where a user is sending an email to recipients that are a mix of internal and external users, the external signature block will take precedence and all recipients will receive the external signature block.

(d) Rule - The signature block will be applied if the result of a preconfigured Rule returns TRUE. If you select this option, you will see a new field appear below. You can select from the list of rules that you have configured or designed.
 


(e) C# Script - The signature block will be appended to the email if a C# Script returns TRUE. If you select the option, you will see a new filed 'C# Script' appear beneath the 'Selection' field. You can write your C# code in here.
 


(f) Member of group - The signature block will be applied to a specific group from within your Windows Azure Active Directory (WAAD). If any member from within that group sends an email, he or she will have this additional signature block. If you select this option, you will see the 'BROWSE' button using which you can select the desired group from within your WAAD.



(g) Not member of group - The signature block will be applied if the user is not a member of the selected group. Just like the previous option, you can click on the 'BROWSE' button and select a group from within your WAAD.
 
For the following settings, click on the 3-dot icon on the top right side of the block you want to configure and select 'Settings', and this should bring up a pop-up window that allows you to specify who to send the signature block to and the placement of the block.



 
 
3. Specify whether the Signature Block should be added to newly composed emails only, reply emails only, or all emails.
 
(a) All emails - The signature block will always be inserted.

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

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



4. Specify where in the email you would like this signature block. (Click on the 'PLACEMENT' tab)
 
a. Normal - The signature block is inserted after the new email and before the reply / forwarded email.

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

c. Footer - The signature block is inserted at the very bottom of the email.
 

5. Save your Signature Block.

Your block will be applied according to the settings you chose. You can repeat this process and create as many signature blocks as you'd like.
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Related Products: CMS O365, Signature Designer v6.0