Compliant email signatures sent from mobile devices and tablets
Email signatures on corporate emails can impact branding and help deliver targeted marketing message to recipients. But what do we do about those emails sent from Smartphones? More and more corporate emails are being read and sent from Smartphones.
eMailSignature has the solution as we can manage the email signature on emails sent from Androids, iPhones, Windows Phones and BlackBerrys. You can now have the same consistent email signature used in Outlook to appear on emails sent from smartphones. Branding can be consistent and compliant no matter how or where you send an email.
So the next time you send an email from your Smartphone, think about how you can have a consistent signature or promote your company’s events and press releases instead of advertising for the maker of your smartphone.
About eMailSignature Mobile module
The Mobile module is an Exchange agent which is installed on your Exchanger server. This analyzes your email as it is sent and changes the content of your email signature, e.g. 'Sent from my iPhone' or 'Sent from my Windows Phone'.
The filter works as a simple addition to an existing eMailSignature installation and is very easy to set up and manage. It is rule based so you can create your own rules such as "IF the text 'Sent from my iPhone' is met THEN replace it with the default email signature from Outlook".
The solution supports different signatures for groups, individuals and rule-based deployment (with the Integration Module).
- eMailSignature v8.6.x (min)
- Exchange Server 2007 SP1 or higher, Exchanger Server 2010 and Exchange Server 2013 in single-node and clustered environments.
- eMailSignature database on a SQL Server.
- For security and network reasons, only SQL authentication is supported and not Integrated Authentication.
You can have your SQL Server running in mixed mode and use existing databases with Integrated Authentication and the eMailSignature database using SQL user authentication.
If you don't know if you have one or the other, you can check it in your connection string: If it includes "Integrated Security=SSPI" or similar, then it runs integrated and must be changed. Please make sure that you are connected using SQL user authentication in your current eMailSignature setup.
How the eMailSignature Mobile module works
You need an existing working version of eMailSignature version 8.6.x and the license key for the Mobile Module. If you have such a license key already it will open up the administration of the Mobile Module and you can start creating your rules.
When this is confirmed you will need to install the Exchange agent on your Exchange Server.
If you have one server you just install it directly on this server.
If you have a clustered environment. you need to install it to cover each outgoing message.
If you don't know the architecture of your Exchange environment or don't know how to do this, then install it on each node that has HUBtransport role.
If you use Edge server, then you can install it only on this server if it is responsible for sending.
Installing Mobile module on your Exchange Server
- Download emailsignature_exchange.msi
- Install the file as administrator.
- You need to provide the connection string to the settings database during the install wizard.
eMailSignature > Configuration, Database, copy the database connection string:
Data Source=s15306432\s15306432;Initial Catalog=emailsignature;User Id=emailsignature_superuser;Password=changemenow;
- Paste database connection string into the install wizard when asked.
Make sure that you have connection to the database from your Exchange Server:
eMailSignature connection string in Mobile module
- Now complete your installation and close the wizard. The agent is now installed.
Verifying that the eMailSignature Agent is Applied correctly
To verify that the agent is applied correctly open the command shell on your Exchange Server and run the Get-TransportAgent commandlet:
As you can see the eMailSignature Agent appears on the list above and everything is installed correctly. This screenshot is for Exchange 2007 but looks similar for Exchange 2010. Now you can start configuring rules in the eMailSignature console.
Copy your license key to activate the Mobile module and allow you to manage rules. Please contact us for a Mobile Trial license key. The trial runs for 14 days, so make sure you meet the system requirements before starting your trial.
You create and manage rules from within the eMailSignature console. You don't need to install extra software anywhere.
Your license key will open up for the 'Mobile' tab:
Now click the 'Rules' button to open up the rules interface
To create a new rule, simply click the 'New Rule' button and type the name and a description of your rule. Please note that you cannot change the name after it has been saved but you can always change the description. To set up a rule text select the rule from the rule list and type the signature text you want to be replaced. Note that this text is case sensitive. When this text is met in the signature field on your device, it will be replaced with the default email signature from Outlook.
- Create a test rule. Try out with a text such as '((mobilesignature))' just to test and see that the text is being replaced. Remember that the rule text is case sensitive! Remember to enable the rule.
Examples from our inbox:
- Sent from my iPhone
- Sent from my iPad
- Sent from my Windows Phone
- Sent from Samsung Mobile
- Sent from my BlackBerry Handheld Wireless Device
- Von meinem iPad gesendet
- Sent from my HTC One™ X, an AT&T 4G LTE smartphone
- Sent via the Samsung Galaxy S™ II Skyrocket™, an AT&T 4G LTE smartphone
- Sent from my GT-N7105T on the Telstra 4G network
- Sent from my Android phone using TouchDown
- Sent from my Verizon Wireless 4G LTE DROID
HTML and Plain Text formats
The Mobile Module will per default use the default Outlook html email signature as your signature. However if you use a device which will send out an email in plain text, then you need to make sure that you have generated a plain text version of your default email signature.
Logo and images
Logos and images are supported in HTML emails. If your existing email signature refer to images on a shared network folder, then you must move images to a web folder (URL) as smartphones cannot use images located on your network.
With images located on your web folder, images will show up when sent from your devices (provided that you send html email and that you have a logo in your default Outlook email signature). Changing image location from network share to a public web folder will not change the way Outlook 2007/2010/2013 shows images.
Advice and tips
If you want to make it easy for yourself and not maintain too many rules, you should instruct your users to keep the default signature message such as 'Sent from my iPhone'. If they change that signature message, it will not be detected by the eMailSignature Exchange agent and hence not be replaced.
An advice is to define some default signature text such as ((COMPANYSIGNATURE)) or similar and instruct users to update the signature to exactly this text. Then you only need to maintain one or very few rules.
It is not possible to centrally manage the signature text on iPhones, Windows phones and Android phones which is why we let you manage this in this way from your server side. However, if you have a BlackBerry Enterprise Server (BES) we can control the autosignatures on your BlackBerry devices so the signature is visible to the users. This integration is done with our eMailSignature BlackBerry Module.
Q: When do I need the Mobile Module?
A: You need the Mobile Module if you want to apply the default Outlook email signature to your emails when using a mobile device such as a smartphone or tablet. You don't need it if you only use Outlook and Outlook Web for sending emails.
Q: Which email signature will be used?
A: The default Outlook email signature deployed by eMailSignature is used.
Q: Can I use eMailSignature Mobile Module as a stand-alone application?
A: As the eMailSignature Mobile Module is a part of the eMailSignature application you will need eMailSignature to generate the email signatures, set up the deployment, design etc. The Mobile Module is an extension to the eMailSignature solution.
Q: What about html/plain text?
A: We support both plain text and html of course. You just need to make sure that you have created the email signature in plain text format, and that's all. It will automatically pick the correct signature format corresponding to the email format used by your mobile device or tablet.
Q: My default Outlook email signature has logos, but when I compose a new email from my iPhone the logos are gone. Why?
A: When you compose a new email on iPhones it composes the email in plain text format. This is something we cannot control, but only Apple can. If you reply to an email received in html, you will see your signature with logos because it will keep that format when replying and hence use the html signature with logos in it. You can manually change iPhones to send in HTML format (ninja trick).
Q: How about Rich Text on smartphone email clients?
A: This format is not supported and replying to an email sent in rich text will most likely be converted to html. Only meeting invitations from Outlook are composed in Rich Text for some reason.
Q: I installed the filter but when I send an email from my device the signature is just blank?
A: You most likely sent out an email in plain text format and you have not created your default signature in plain text format.
If you installed the filter but no email signature is applied when email is sent from mobile device:
- Min. v8.6.2 of Sign.exe and v8 database? (Check log file found in eMailSignature > Configuration).
- Exchange Server 2007 SP1 or newer?
- Is the eMailSignature agent active in Get-TransportAgent?
- Did you connect to database without
'Provider=sqloledb;'? Verify here:
- If cluster, is the eMailSignature agent installed on all nodes?
- Does your Exchange Server have access to your database? (check with Windows data source manager)
- Are you connected to the database with 'eMailSignature_Superuser' credentials? (check with Windows data source manager)
- Did you create a rule in the Mobile Rules section? (remember that all rules are case sensitive)
- Did user run Sign.exe after rule was created? (just to make sure that you exist in the database)
- Is Mobile rule active in the eMailSignature console?
- Is your rule active at all?
- If you see a blank signature (but the rule text has been replaced with blank text) then create a plain text signature and run sign.exe. Then try send the email again.
- If it still "does not work" then make sure that you have enabled named pipes on your SQL Server, as it now seems to be an external issue.
How to enable logging
Logging is disabled by default. You will need logging if you are trouble shooting and if we ask you to send us a log for mobile.
To do so, youl need to add
system.diagnostics section to
EdgeTransport.exe.config (use search, it is in exchange server's bin directory). Make sure to save existing config before editing.
Add this section:
<system.diagnostics> <sources> <source name="EMSTransportAgent" switchName="SourceSwitch" switchType="System.Diagnostics.SourceSwitch"> <listeners> <remove name="Default"/> <add name="tempFile" type="System.Diagnostics.TextWriterTraceListener" initializeData="C:\TEMP\EMSTransportAgent.log" traceOutputOptions="ProcessId, DateTime"/> </listeners> </source> </sources> <switches> <add name="SourceSwitch" value="Verbose"></add> </switches> <trace autoflush="true" indentsize="4"/> </system.diagnostics>
C:\TEMP\EMSTransportAgent.log with your valid path. This path must be writable by NETWORK SERVICE system account.
system.diagnostics section must be inside of
<configuration> section. Add it to the end of the file, right before final
Now restart the edgetransport service and you will now have logging. Perform the tasks we have asked you to perform and then remove the log again as soon as possible.