How do I include signatures on Out of Office Replies?

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Question

Prerequisite

First ensure you have updated your inbound connector to the new unique certificate. Please see here. Attaching Crossware signatures to automatic replies will not work unless this step has been completed.

Solution

Out of Office replies do not have the same internal structure as a normal email and will not pass through Crossware Email Signature and have a signature applied by default.

You can set up a signature for out of office replies in one easy step: by creating a new transport rule in Microsoft 365 that sends emails with message type Automatic Reply to your Crossware Outbound connector.

Step 1 - Create a new Transport Rule in your Microsoft 365 Admin Center

1. Go to "Microsoft 365 Exchange Admin Center" > "Mail Flow" > "Rules" > Click "Add a rule" > "Create a new rule" to create a new rule.

2. Give your new rule a Name (e.g., Automatic Replies).

3. From the "Apply this rule if..." drop-down menu, select "The message properties…" then select "include the message type"

4. Select message type "Automatic Reply" then click "Save".

5. Add another condition to check if the sender is a part of the Crossware Group (where the group is which ever group is assigned to your existing Crossware mail flow rule):
NOTE: If you do not add the group here as a check, ALL your organisation's automatic replies will go through Crossware, and you may go over your user subscription number.

6. From the "Do the following…" drop-down list, select "Redirect the message to..." > "the following connector"

7. Select "CrosswareOutboundConnector" and click "Save".

8. Under "Except if", click "The message headers..." > "includes any of these words"

9. Under *Enter text… type in x-cwesigprocessed and under *Enter words… type in "Y".

10. Select the checkbox "Stop processing more rules"

11. Scroll down to the "Match sender address in message" section and select "Envelope" > Click "Next" > Select "Finish".