Add long/short signature rule/policy is not working

Solution

If you want to add a long signature on the first email and a shorter signature on subsequent emails you have to configure two rules as follows:

  1. A rule to add a longer signature on the initial email with Add disclaimer/signature only once selected.
  2. A rule to add a shorter signature on subsequent emails with Only add when the following disclaimer/signature has already been added and the long signature template selected.
  3. Check policy order by clicking Email Signatures and in the window select Policy Ordering... Please make sure that the Short Policy Rule is processed before the Long Policy Rule

If you have configured the above rules and you are noticing that the initial signature is being added more than once and/or the shorter signature is not being added even though the long signature already exists in the email, please follow the next steps:

If you are not using an image in your signature, please follow the next steps:

  1. Go to Filters > Word/phrase > New. Select to create a Word/Phrase Filter. Click Next.
  2. Enter a part of text that is specific in your long signature (if you are only using merge fields, you must add a fixed text to your signature so that you can use this to check for the existence of the signature. For instance you could add a slogan or disclaimer to the signature). Tick the option Whole or part of word(s) are matched and uncheck the box Enable word score. Click Next. Enter a name for the Filter and click Finish.
  3. Open up the properties of your long signature rule/policy. Go to the Exceptions tab and select Body contains word/phrase. Select the word/phrase filter that you just made and click OK.
  4. In the rule description, click on the blue link with your signature template name to open up the Add disclaimer/signature dialog. Make sure that the option Add disclaimer/signature only once is unchecked.
  5. Click OK to save the first rule.
  6. Open up the properties of your short signature rule. Go to the Conditions tab and select Body contains word/phrase. Select the word/phrase filter that you just made and click OK.
  7. In the rule description, click on the blue link with your signature template name to open up the Add disclaimer/signature dialog. Make sure that the option Only add when the following disclaimer/signature has already been added is unchecked.
  8. Click OK to save the rule.

Now the long signature should be added on the first email and when replying or forwarding, the short signature should be applied.

If you are using an image in your signature, please follow the next steps:

  1. When inserting the image into the Disclaimer template, enter a unique Alt text, for instance Red Earth Software logo.
  2. Then create a word/phrase filter with the Alt text in it, e.g. Red Earth Software logo. Do not enable word score.
  3. In the long signature rule, go to Rule Exceptions and select Body contains word/phrase and select the word/phrase filter that you just made. Make sure that you select the option Check HTML Tags. Select the filter you just created and click OK.
  4. In the rule description, click on the blue link with your signature template name to open up the Add disclaimer/signature dialog. Make sure that the option Add disclaimer/signature only once is unchecked.
  5. Click OK to save the rule.
  6. In the short signature rule, go to Rule Conditions and select Body contains word/phrase and select the word/phrase filter that you just made. Make sure that you select the option Check HTML Tags. Select the filter you just created and click OK.

  7. In the rule description, click on the blue link with your signature template name to open up the Add disclaimer/signature dialog. Make sure that the option Only add when the following disclaimer/signature has already been added is unchecked.
  8. Click OK to save the rule.

Now the long signature will not be added if the alt text (i.e. signature/disclaimer) is already present in the message and the short signature will be added if the alt text is present.

Applies To

Policy Patrol Disclaimers

Properties

Last Review: 2017-05-24 15:50:01 UTC

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