Q20050727 - How to add a signature to each reply and a disclaimer just once

SYMPTOMS

Emails need to have a single disclaimer somewhere in the message thread, but need a signature block on each reply.

CAUSE

Previous versions of Exclaimer were limited to a single disclaimer per email. Exclaimer 4.07 allows many custom rules to be executed per message permitting the behaviour described above.

RESOLUTION

Upgrade to Exclaimer 4.07 and follow the instructions in the More Information section below to create this scenario. 

MORE INFORMATION

Setting up the corporate disclaimer rule

• Start the Exclaimer control panel applet
• Click on Custom Rules
• Press Add...
• In the Sender section, select an appropriate method to identify the Sender, for example, if you are trying to evaluate Exclaimer, you might select Email address and supply your own email address. If you are happy with an existing rule, you may expand the number of senders that this applies to, ultimately moving up to "Anyone internal".
• In the Recipient section, select "Anyone external"
• Give this rule a name, e.g. "Corporate Disclaimer"
• Click on the Disclaimer tab
• Select "Use this disclaimer" in the dropdown
• Press Insert from template... and select a suitable corporate disclaimer, e.g. Standard Disclaimer 1.
• Press the Edit/Preview disclaimer... button, and at the end of the disclaimer text, provide a unique string that can be used to determine whether the corporate disclaimer is present or not. You may choose to include your telephone number or some unique contact details here or indeed a version string.
• Press OK
• In the disclaimer panel tick the "Don't add disclaimer if body contains" field and provide the unique part of the disclaimer here. For more information on this, see our FAQ article on this subject.
• Press OK
• Press Save

The corporate disclaimer is now setup and will only be added to the first message sent outside of your organization. This can be tested by using your internal account and a hotmail or other web based account. You will see that the disclaimer is added only once and it is added at the bottom of the email.

If anyone removes this disclaimer during normal editing and replying, then the disclaimer will be re-added to the message.

Setting up the signature block rule

• Start the Exclaimer control panel applet
• Click on Custom Rules
• Press Add...
• In the Sender section, select the same sender as the corporate rule
• In the Recipient section, select the same recipient as the corporate rule
• Give this rule a name, e.g. "Signature block"
• Click on the Disclaimer tab
• Select "Use this disclaimer" in the dropdown
• Tick the "then process next applicable disclaimer rule"
• Click Insert From Template...
• Select "Business Card 1"
• Press Edit/Preview... disclaimer
• Delete the "disclaimer text between the two horizontal lines" as this will be added by the corporate disclaimer if required.
• Press OK
• Press Save

The signature block is now setup and this can be tested in the same fashion as the corporate disclaimer. Note: You must have the appropriate fields populated in the Active Directory for this to work effectively.

APPLIES TO

• Exclaimer 4.07

Article ID: 27072005
Last Reviewed: 27th July 2005
Revision: 1.0
Keywords: Signature block, Outlook, Corporate disclaimer, Evaluating Exclaimer