How to get multiple signatures for one shared Email

[Superficial]

Hi there,

We have a general email address on our website but I have been asked to make a change to the signatures (setup through Microsoft 365>Exchange>Mail Flows) so that it will change depending on which sales assistant is actually creating, or replying to, emails from this mailbox. To make things more complex any signature shown relating to this shared email needs to be different to the Sales Assistants personal email signature as the company wishes it to be treated as a separate entity.

E.g. Sales Assistant 'A' Works for Company 'Microsoft' but composes email for shared mailbox for 'Google'. This message ignores Assistant A's usual Microsoft Signature and replaces it with Assistant A's Google Signature. It's just the signature that alters with their name shown.

Then Sales Assistant 'B', who also also works for Microsoft composes another mail using the Google shared mailbox and this time their name is shown on the google signature.

The same logic would apply to Sales Assistant 'C' who works for 'Google' but, when replying to messages sent to a different shared mailbox, would show a Microsoft signature...all the while their actual email never changes.

Can anyone offer what rules I might put in place or let me know if any user can select multiple signatures perhaps?

How to large organisations handle this?

Thanks

 

[visibleman]

Can anyone offer what rules I might put in place or let me know if any user can select multiple signatures perhaps?

How to large organisations handle this?

How are signatures handled currently? Is it through the usual mailflow rule that appends a 'disclaimer' to outgoing mail?
You might be able to add a sender condition to the mailflow rule although if that did work you will need one for each assistant and then a default on top.

To be honest, MS365 features for email signatures is woeful at best which is why most opt for a third-party service like Exclaimer or CodeTwo etc.

 

[Superficial]

How are signatures handled currently? Is it through the usual mailflow rule that appends a 'disclaimer' to outgoing mail?
You might be able to add a sender condition to the mailflow rule although if that did work you will need one for each assistant and then a default on top.

To be honest, MS365 features for email signatures is woeful at best which is why most opt for a third-party service like Exclaimer or CodeTwo etc.

Hi

Thanks for your reply. Yes exactly via Microsoft 365>Exchange>Mail Flows then adding a new rule > appended disclaimer.

I was looking at all the rule conditions but couldn't see one that fits (essentially i cant see which condition a signature change could key off other than which email address is sending but, since that is always the same I can't see how it can help - I'm not sure how to setup a default with a change based on a sender condition - is there a guide you know of?

I was looking at CodeTwo just in case I draw a blank.

 

[visibleman]

Yup, i think you're right as typically there isn't anything in mail headers that you could use to distinguish users when sending from shared mailboxes (unless they're sending 'on behalf of').

The only thing that would should definitely work is to use client side signatures for that shared mailbox or, you might be able to bodge it by setting a generic mail flow disclaimer for the shared mailbox and then setup email clients (should work with Outlook) to add the user specific information (to the end of a composed email) and apply that client signature rule to a specific account, ie - the shared mailbox.
Fine if there's only a few users and device, absolute pain otherwise.

With third-parties, most simply inject themselves into the mail flow and given they have access to the same headers/envelope, these might not work either. However, they do tend to grab the AD account data as well so it might be possible to crossmatch users - i don't have access to my works Exclaimer otherwise i would give it a whirl.
I would contact one of them and see what they can do, alternatively most do 30-day trials so you could always test it with a dummy shared mailbox and limit the scope of the mail flow rule they setup.

 

[Vince]

we use a "code two" Exchange rules pro i think its called which I believe can cope with this (so long as its an additional mailbox added via exchange and not as an impersonated mailbox added directly). I mean it must work because we do exactly what you are looking for. This works at the end of the exchange pipeline and pulls in data for the currently logged in user and requests data directly out of ad which it then feeds into a template. This can also be implemented in 0365 as we originally had the on prem version and moved across. Worth looking at as is a great little tool.

Exchange Server email management software | CodeTwo

Company-wide email signatures, disclaimers & banners plus smart rules for auto-responders, email forwarding, DLP, attachments control and more. Easy config.

www.codetwo.com

Link above to the product we use. Also just spotted @InvisibleMan had already mentioned the product and can vouch for it both on prem and in cloud, its just a good flexible tool for the sort of thing you are looking for

 

[Superficial]

Thanks to you both - at the very least I can stop banging my head against this brick wall and shall look into 3rd parties so longas the client is willing to subscribe.

Cheers,

 

[Vince]

Thanks to you both - at the very least I can stop banging my head against this brick wall and shall look into 3rd parties so longas the client is willing to subscribe.

Cheers,

Hopefully gives something to work with I have a feeling we might have even implemented it to get around the same limitation while still managing centrally.