What is a Sub Signature?

Sub Signatures are used where you wish to form an email signature from several sections. For example, you may wish to use company wide signature block that contains personalised information, and then attach a different section incorporating a company logo and address information depending on the company each user works for. Finally, you may wish append a company disclaimer.

In that example, you would configure a signature configuration document for the personalised information, then attach a sub signature for each company, each containing the appropriate logo, address, and a formula to determine which sub signature to use. Finally you may wish to append a company wide disclaimer to appear at the bottom of the signature.

Sub signatures can be configured to be conditional based on whether a message is 'internal' - ie. being sent to another Lotus Notes user within the organisation, or 'external' - ie. being sent to a user outside the organisation. In addition to this, the signature can vary based on

Sub signatures can be re-used among multiple signature configurations within your organisation. The linkage is performed by "sub signature link documents". More information about this can be found by reading Creating a Link to a Sub - Signature.



In the diagram above, you will see two separate signature configurations - Signature 1 (made up of a main signature, corporate logo and an advert #1), and Signature 2 (made up of a main signature, coprorate logo and advert #2).

Signature configurations with linked sub signature documents can be identified by the response documents in the signature configuration view. In the example below, there are three conditional sub signatures for different advertisements which are conditional based on a formula.

Creating a new Sub Signature

To create a new sub-signature, open the signature configuration database, and go to the "Sub Signatures" view (on the left hand navigator) and click on the action button "New Sub Signature"



The Sub Signature configuration form will appear. Below are outlined the fields on the configuration document, and the purpose. Note that further field help (where available) can be found by clicking on the grey text to the left of each field.

Sub-Signature Name

This is the name assigned to the sub signature. This must be unique. Choose a name that is meaningful so you can identify which sub signature that you are linking.
Once you have assigned a name and created a link to this name, you should not change the name. If you change the name, the sub signature link documents will need to be deleted and recreated.

Description

A free text description of the sub-signature. This can be a detailed description of what the signature is used for, and when it gets applied.

Type

Select the type of sub-signature. Types allow you to control when and how the specific sub signature is applied. For more information see Sub Signature Types.

See Example Sub Signatures

Insertion Type

Sub signatures can be configured to apply to all emails, new emails or replies. Select one option, otherwise the default is to always insert.

Email Modifier

An Email Modifiers can search and replace for text within the email message. For example you may wish to scan for the text "Sent from my iPhone" and remove this from all email messages. An email modified can be used to achieve this.

Use HTML File

Allows you to import a HTML file, to be used for MIME e-mails. If an HTML file is not imported, the standard Lotus Notes Rich Text to MIME conversion is used for messages sent outside the organisation. An HTML file is recommended for complex layouts, and designs which may incorporate tables for alignment of elements within the signature. Please see Use HTML File for more information.