Creating a new signature configuration

On the left menu, click on Signatures > Signature Configuration.
Then click the "New Email Signature" button.

To edit an existing email signature configuration, double click on its title.

Basic Settings

Signature Type

A signature configuration can either be assigned to a GROUP or be set as the DEFAULT signature.

When an e-mail is sent, Crossware Mail Signature will examine each GROUP document and, if the user is found in one of the groups in the Address Book, the signature will be applied. Note: only one signature is applied for any user - it will use the first group they appear in.
If a user is not found in any of the groups, the DEFAULT signature will be applied.

Selection / Group Name

If the type is set to GROUP, a group or an individual user can be selected from the Domino Address Book, and the signature will apply to users who are members of that group, or who match the name. If an individual's name is entered, specify their Full Name eg David Spence/Crossware. Wildcards can also be used to select all users within an OU or Country, eg:

Description

A free text field allowing a simple description of the signature.

Advanced Settings

Local Signatures

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

Server Signatures

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

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.

Configuration Type

The main signature is the one set up on the current configuration document. A linked signature is a sub-signature that is linked to the current signature. A sub signature forms part of a signature. A signature may have many sub-signatures, which all form separate parts of the overall signature.

Main Signature Only (Default)
With this option selected, only the signature defined in this configuration document will be applied to e-mails.

Main and Linked
This option will apply the main signature first, followed by the sub-signatures . To link sub-signatures to the current signature, click on the "Link to Sub-Signature" action button.

The sub-signatures will be evaluated and appended based on their order in the view.

Linked Only
With this option only sub-signatures will be applied to the email.

Mutually Exclusive
When a signature configuration document is set to "mutually exclusive" the application will apply only one of the linked sub-signatures. If more than one sub-signature matched (based on the sub-signature configuration) the email will not be processed and a "Non Delivery Report" email will be sent back to the user to correct the recipients. If none of the sub-signatures are applied, the signature in the Main Configuration document will be applied as a default.

Example Sub Signatures

Insertion Type

Use this field to determine whether the signature should be applied to all emails, new emails only, or replies only.

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.

Character Set

Defines which character set will be used for MIME e-mails. Rich text e-mails are not affected by this option.

Encoding

Defines the encoding type of MIME e-mails. Rich text e-mails are not affected by this option.

Convert Text to RT

This feature is only required when code-generated emails are being sent, and there is a possiblity 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.

Use HTML File

Allows you to import a HTML file for MIME e-mails rather than allowing Lotus Notes to perform the conversion.
To import the file, click on the "Import HTML File" action button at the top of the document. See Use HTML File.

Use Plain Text Signature

Allows you to import a text file for MIME e-mails rather than allowing Lotus Notes to perform the conversion.

Creating The Signature

Once you have set the signature configuration you can now create the signature itself. Create the signature in the rich text field between the two blue lines. A carriage return is recommended after the first line.

The signature can contain formatted text and embedded images. URL Hotspots (for links) etc.

This is how the signature is constructed by a combination of using lookups and graphics, or a html file:



NOTES -

1. Tables within the signature are not recommended. This is because the rich text to MIME conversion by Lotus Notes can result in malformed tables when viewed in HTML. It is recommended that you test signatures using the 'Send Test Email' before release.

2. Do not change the font in the middle of a look-up. This will cause the MIME version to become corrupted and the look-up to fail. If this happens, remove the look-up text and re-insert it.

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.
  
• Test Type - This refers to the format of the email. Select from Rich Text, MIME/html or MIME/Plain Text.
  
• 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.
  

Link To Sub-Signature

This allows you to add sub-signatures to your signature. A sub signature forms part of a signature, which you can apply to certain users or groups based on any criteria. For more information on creating sub-signatures, see Configuring Sub Signatures.

Example Signature: