Server-Side Signature Rules for Email Management

Server-side signature rules provide a mechanism to assign email signatures based on specific conditions set at the server level. This allows for dynamic signature management without user intervention, enhancing consistency and compliance across all outgoing emails.

Feature details and requirements

• Automated signature deployment - Automatically applies signatures based on predefined rules without user intervention.
• Flexible rule creation - Create rules based on various conditions such as email type, sender condition and/or recipient condition.
• Rule priority - Defines the priority of the rule. When more than one rule applies to an email, the rule with the higher priority (higher number) is used.
• This feature is available exclusively to TEAMS Plus and ENTERPRISE customers.
• Signature rules feature must be enabled by WiseStamp support. By default, this feature is disabled.
• This feature is only available with Microsoft or Google Server-Side solutions. 
• When signature rules are activated, signature assignments defined from the Employees page are ignored and will not be applied. However, these assignments are not deleted and can be used again if signature rules are deactivated.
• Any integration where the end user can define the selected signature, overrides the server-side signature rules. Therefore, these integrations should not be installed.
• Rules are closely connected with the signature they assign. If the assigned signature is deleted from WiseStamp, all associated rules are also deleted. It is very important to assign a different signature to all the associated rules before deleting the original signature.

Supported rule conditions

Sender conditions:

• All employees - No specific condition.
• Specific groups - All employees within the selected group are included.
• Specific employees - All employees specified are included.

Email type:

• All - No specific condition.
• New - When composing a new message.
• Reply - When replying to a received email.

Recipient conditions:

• All - No specific condition.
• At least one internal - At least one recipient is within the organization's domain.
• All internal - All recipients are within the organization’s domain.
• At least one external - At least one recipient is outside the organization’s domain.
• All external - All recipients are outside the organization’s domain.

!note!Internal/external logic does not include BCC and CC recipients currently. This means if an email is addressed to internal recipients with an external recipient in CC or BCC, the rule “All internal” still applies.!/note!

Signature rules implementation overview

The process to implement signature rules require the following procedures:

1. Contact WiseStamp support to enable the Signature rules feature.
2. Create the signatures that will be selected by the rules.
3. Define the default signature that will be deployed when no rules are relevant.
4. Create all the rules for managing which signature is deployed to specific emails. All emails not defined by a rule will receive the default signature.
5. Activate signature rules. 

Define the default signature

The default signature is deployed when no rules are relevant. If you don’t want a signature as the default, select No signature as the default signature.

To assign the default signature:

1. On the left panel, click Signature rules. If this option is not available, contact WiseStamp support to enable the Signature rules feature.
2. In the Main signature rule section, click the Signature dropdown list and select the default signature that will be deployed when no rules are relevant.

Create signature rules

1. Before creating rules, make sure that all signatures that will be selected by the rules have been created. 
2. On the left panel, click Signature rules. If this option is not available, contact WiseStamp support to enable the Signature rules feature.
3. If this is the initial configuration of the signature rules, you will find three predefined rules as examples in the Override rules section. You may want to delete or disable these rules.
4. In the Override rules section, click New rule. 
5. In the Name field, enter the name of the signature rule.
6. Click the Signature dropdown list and select the signature you want to use with this rule. If you don’t want a signature when this rule is triggered, select No signature 
7. Click the Senders dropdown list and select for which senders this signature will be deployed. If you select Specific groups or Specific employees, click the Select groups or Select employees dropdown list and select the relevant groups or employees for this rule. For more information on sender selection, see Sender conditions.
8. Click the Email type dropdown list and select for which email type this signature will be deployed. For more information on sender selection, see Email type.
9. Click the Recipients dropdown list and select for which email recipients this signature will be deployed. For more information on sender selection, see Recipient conditions.
10. In the Priority field, enter the priority of the rule. When there are more than one rule that applies to the email, the rule with the higher priority (higher number) is used.
11. Click Save. The configuration page closes and the new rule is displayed in the list of rules.
12. If you wish not to include this rule at this time, click the Enable toggle for this rule to disable the rule.
13. Repeat steps 4 to 12 to create all the rules for managing which signature is deployed to specific emails. All emails not defined by a rule will receive the default signature.

Activate signature rules

Once you have created all the rules for managing which signature is deployed to specific emails, you are ready to activate the signature rules. Creating all the rules and setting their priorities properly is essential to deploy the correct signature to the appropriate emails.

!note!When signature rules are activated, signature assignments defined from the Employees page are ignored and will not be applied. However, these assignments are not deleted and can be used again if signature rules are deactivated.!/note!

To activate signature rules:

1. On the Signature Rules page, click Turn on located at the top-right corner of the page.
2. A message appears informing you that this action will override previously assigned signatures and asks you to confirm. Click Turn on signature rules.
3. Signature rules are on is displayed at the top-right of the page to indicate that signature rules are activated.

Edit a signature rule

1. To edit a signature rule, go to the Signature Rules page.
2. Hover over the relevant row of the signature rule and click the Edit icon.
3. In the Rule configuration page, change the settings as needed.
4. Click Save. The configuration page closes and the edited rule is displayed in the list of rules.

Delete a signature rule

1. To delete a signature rule, go to the Signature Rules page.
2. Hover over the relevant row of the signature rule and click the Delete icon.
3. In the confirmation popup, read what happens when you delete and click Delete.
4. The configuration page closes and the deleted rule is removed from the list of rules.

Enable/Disable a signature rule

By default rules are enabled when created. If you do not want a rule to apply for testing or any other reason, you can disable the rule.

1. To enable/disable a signature rule, go to the Signature Rules page.
2. To the left of each rule in the list, there is an enable/disable toggle. Click this toggle to enable or disable the rule. The toggle is blue when enabled and gray when disabled. 

Deactivate signature rules

1. To deactivate signature rules, go to the Signature Rules page and click Turn off located at the top-right corner of the page.
2. Signature rules are off is displayed at the top-right of the page to indicate that signature rules are deactivated.

Practical use case examples

1. Assign “Employee of the Month” signature
   • When: All employees
   • Recipients: All internal
2. Assign “No Signature” for replies
   • When: All employees
   • Email type: Reply
3. Assign “Sales - Convention Invite” signature
   • When: Employees in the sales group
   • Email type: New
   • Recipients: At least one external

Deleting signatures connected to rules

!important!Rules are closely connected with the signature they assign. If the assigned signature is deleted from WiseStamp, all associated rules are also deleted. It is very important to assign a different signature to the rule before deleting the original signature.!/important!

Troubleshooting

Here are the main issues that may occur concerning this topic: