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Adding a signature for all outgoing mail

Posted on 2002-07-16
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Last Modified: 2013-12-18
I need to add a default signature to all outgoing messages from the domino server to outside.
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Question by:signed46
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Expert Comment

by:Jean Marie Geeraerts
ID: 7156798
What do you mean by signature.
A default text to be appended for all outgoing mail or does the mail really have to be signed by the user sending the mail?
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Author Comment

by:signed46
ID: 7156833
a default text
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Author Comment

by:signed46
ID: 7156847
a default text
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Author Comment

by:signed46
ID: 7156850
a default text
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Author Comment

by:signed46
ID: 7156851
server 5.0.6a
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Expert Comment

by:Jean Marie Geeraerts
ID: 7156856
Okay, here's what I suggest you do.
Modify your mail template to add the default text when a new mail is being saved/send.
To do this, modify the "Memo" Form and add the code to the QueryClose event of the form.

How is your knowledge of LotusScript can you write the code yourself or do you want me to write it for you?
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Expert Comment

by:Jean Marie Geeraerts
ID: 7156858
All design changes you make to the template will automatically be transferred to all mail databases when the designer task runs on the server.

If you do it this way, you can move processing time from the server to the notes client that is sending the mail, which is good for performance.
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Accepted Solution

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ccarlson62 earned 200 total points
ID: 7156863
The following describes how to achieve disclaimers on ONLY outbound SMTP mail messages in a total R5 environment or mixed R4 client/R5 environment.  The following configuration has to be in place:

Since the R5 client can generate native MIME, by setting the "Format for messages addressed to internet addresses" field on the Mail tab in the Location document to "Notes Rich Text Format", this forces the mail message to be created in CD format.

IMPORTANT NOTE:  Configuring an R5 client to send CD to the Internet, rather than MIME, will result in reduced message fidelity and decreased messaging performance, as the SMTP servers now have to perform additional message conversions.  The ability to add a disclaimer should be weighed against these points.

If a Notes R4 client is being used, set the field "Format preference for incoming mail" to "Prefers Notes Rich Text" in the Person document.

Since the R5 SMTP server will convert the message from CD format to MIME format, modify the Memo form in the MAILBOX.NTF template, on the R5 SMTP server only, to contain the disclaimer wanted to appear on outbound Internet mail.

In order for this workaround #4 to work, it is important that the message(s) arrive at the SMTP server (the server making the connection to the Internet) in a Notes CD record format.  Therefore, it is necessary to modify only the R5 SMTP server's Memo form in the MAILBOX.NTF template.  This method provides the same level of disclaimer support as the R4 SMTP MTA, providing disclaimers only on outbound Internet mail.
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Expert Comment

by:Jean Marie Geeraerts
ID: 7156877
Hi ccarlsson62,
Before locking a question, please note as a curtosy that another expert is already trying to help and has provided a possible solution as comment.

So in future, only post an answer if you are sure this is the only possible answer. Otherwise leave it up to the asker to choose the comment he considers to be the most correct answer.

My solution will not have any implications on mail performance and therefore is a valid alternative!

Regards,
JM
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Author Comment

by:signed46
ID: 7157718
Guys,

I think that both of you will deserve the points if both ways work.

What I will do here is the following:
1- Implement the solution of ccarlson62, and if it works, he will get the points.

2- Jerrith, please write me the script, and I will put the question again with same number of points, and will give it to you if it works. (I am not good in scripts)
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Expert Comment

by:ccarlson62
ID: 7157877
My apologies to Jerrith, I did not mean to step on your toes, I should have entered my answer as a comment.  Still learning how to use this forum.
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Expert Comment

by:Jean Marie Geeraerts
ID: 7158769
No offence taken, ccarlson.
No toes were hurt here, just thought I'd point it out to you as some experts in this or other forums might really object :-)
It's an honest mistake to make, I've done it myself when I just started out on this forum and somebody pointed it out to me too.

Anyway valuable input is always appreciated :-D

signed46,
Let me work out the script now my test server is running again and I'll post the comment here.
You are way to good for us :-)
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Author Comment

by:signed46
ID: 7158933
ccarlson62,

I need to try this on my local machine first before applying to the server.

I did open the MAILBOX.NTF from the designer

I dont know where to enter the disclaimer.

Can U please be more specific.

Cheers
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Author Comment

by:signed46
ID: 7158936
ccarlson62,

If I changed on the Local, then I suppose that I should be able to see it when I click on the New Memo button ... Please advise.
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Expert Comment

by:ccarlson62
ID: 7159124
signed46

I wish I could provide you with a screenshot but apparently this forum does not allow for that.  In any case you should place your disclaimer text directly below the body field of the memo form.  You should also refresh the design of mail.box manually as mail.box gets its design from mailbox.ntf.  If you don't you will have to wait until the design task runs at night for your change to appear.  

You should not see the discalimer when you compose a new memo because the disclaimer will be picked up as the message passes through mail.box on the way out.  It does not exist in the version of the memo form that resides in your mail file.  I hope that this is clear enough.  let me know if you need more detail.
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Author Comment

by:signed46
ID: 7159197
Carlson,

I did apply it on the Local station, and sent an e-mail, but the disclaimer was not there !!!

Can it show if applied on the Local? Please confirm.
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Expert Comment

by:ccarlson62
ID: 7159306
Check you location document-->mail tab-->"send outgoing mail" setting.  It is probably still on the default of "through Domino server".  If this is the case your mail is never touching your local mail.box, it is using the one on the server.  
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Author Comment

by:signed46
ID: 7167584
ccarlson
I need to change the one on the server.
Can U pls show me exact details?
Appriciated
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Author Comment

by:signed46
ID: 7167585
jerrith,
still waiting
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Expert Comment

by:ccarlson62
ID: 7167734
Exact details....

1. Open mailbox.ntf(server copy) with designer client.

2. Add disclaimer directly under "body" field of the "Memo" form.

3. Save changes.

4. Refresh the design of mail.box with the template that you just modified by opening mail.box and choosing File-->Database-->Refresh Design.

5. Ensure that the "Format for messages addressed to internet addresses" field on the Mail tab in the Location document to "Notes Rich Text Format"

6. You are done.  Now all outgoing mail to the Internet will have the disclaimer added.  Note that your users will not see the disclaimer in their memos, it is added as the mail passes through the router.

Note:These instructions assume that you are familiar with the Designer client and know how to modify forms.
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Author Comment

by:signed46
ID: 7168880
Jerrith,

Please confirm that U have seen the link to the new question:
http://www.experts-exchange.com/jsp/qManageQuestion.jsp?ta=lotusnotes&qid=20326261

ccarlson,
I will accept your question after Jerrith confirms that he found the link.

Cheers
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Expert Comment

by:Jean Marie Geeraerts
ID: 7168887
I've found the link thanks.
Haven't had time to work out the details of my script for you yet (have had a bit of trouble with my test server).
Seems to be working fine again, so I'll try to get it done today.
Sorry about the delay...
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