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Exclaimer corporate signature duplicates and is not working correctly

Posted on 2007-03-29
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Last Modified: 2010-08-05
I can't figure out how to eliminate duplicating signatures during replies with Exclaimer 4.30.  I set up the default rule to contain the actual disclaimer message and to apply it to outgoing emails.  I then have custom rules for corporate signatures.  There are rules that can be set to not allow the signature/disclaimer based on subject line or text in the body.  If I tell Exclaimer to not send the corporate signature if the subject line contains "RE:" then the signature will not be duplicated if the orginal sender is an internal employee replying to a message he or she originally sent to an external person.  Unfortunately, this covers one scenario.  What about when internal employees are sending messages to each other and replying back and forth?  Exclaimer tacks the signature to the end of the email and if there are multiple replies you will see your signature stacked and the other employees stacked at the bottom.  You might even see 10 of your signatures at the end of the email.  This looks unprofessional and just plain ridiculous.  I need your help to find a way to configure this app so that the signatures will not get stacked and will show up just once.  Note, the outgoing disclaimer is fine the way it is and I'm only concerned with the custom signatures that I have created.  These basically look like signatures that are for groups, e.g., cell phone users, special fax number, generic/general/everyone else, marketing department, etc.  

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Question by:draracle
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6 Comments
 
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Sembee earned 500 total points
ID: 18818896
That is the problem with disclaimers. They cannot tell if they already have the disclaimer so tack another one on.
What I tend to do is have two disclaimers - an external one and an internal one. The internal one can be nothing at all, or something very short. Most people ignore them anyway.

I have a relative who works for a financial company with a required disclaimer and by the end of a short conversation the email will be full of disclaimers, with just our conversation at the top. At least all the disclaimers are at the bottom, so as long as everyone top posts it is fine.

Simon.
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Author Comment

by:draracle
ID: 18822877
Is it possible to have Exchange or Exclaimer add an additional RE: when an email is being replied to?

I am thinking if the sequence went:
Subject: new
Subject: RE: new
Subject: RE: RE: new
that I can disallow the signature on the match of "RE: RE:"  This would eliminate a lot of the problems at least but I am not sure how to do this on my end.
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Author Comment

by:draracle
ID: 18836484
Does anybody know how to make corporate signatures work?  The signature is too complicated for users to create in Outlook and I am guessing somebody out there has to be having this problem.
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LVL 104

Expert Comment

by:Sembee
ID: 18836769
There is an option in Exclaimer to build the signatures for your users. You need to populate the active directory with the relevant information though - such as phone numbers and job titles. There is a template that includes the signature information.

Simon.
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Author Comment

by:draracle
ID: 18836838
I have updated all the required Active Directory information.I'm trying to figure out what rules to let fly so that the signature will look decent the majority of the time.  I understand that the signature gets tacked on after the message.  There are rules to not allow the signature to be added if something shows up in the email message.  I am not certain if the Exclaimer query searches though the signature or not.  I might be able to let signatures be added for internal users only and apply a different rule for external users.  Perhaps, the internal employees will have to deal with seeing their signatures over and over again during replies but the external (clients) will simply see one signature and that should look a little more professional.  

Has anyone used Exclaimer for signatures and found a rule setup that works all right?

Thanks
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LVL 104

Expert Comment

by:Sembee
ID: 18838035
In the sites that I use exclaimer I don't attach anything to internal messages - external messages only. I also check the signature looks correct in all three formats - so plain text, rich text and HTML so that it applies correctly.

There is no easy way to deal with disclaimers, to the best of my knowledge their legal weight is actually untested in the courts, so at the moment it is something that everyone is doing some different.
If you don't apply a disclaimer to every message as it leaves, a lawyer could probably argue that the disclaimer doesn't apply to the new part of the message - just the existing content. However I am not a lawyer and I don't play one on EE.

Simon.
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