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Exchange 2010 Transport Rule issue w/ Signature and Disclaimer

Posted on 2012-09-10
Medium Priority
Last Modified: 2012-09-11
We have a corporate disclaimer appended to outgoing emails. The Signature pulls info from AD for the users and it works well; except for when there are multiple emails in a conversation between two or more users (inside or outside the company). The signature is appearing twice at the end of the message.

Our intention is to make it so the internal users signature and disclaimer text only show up one time in the conversation thread; but something is wrong with the implementation of the Transport rule on the Exchange server.

Exchange Transport Rule info----------------------------

<br /><br />
<p><strong><font size="+2" face="Calibri">%%FirstName%% %%LastName%% </font> <font color="#666666" size="3" face="Calibri"><em>%%Notes%%</em></font> </strong><br />
<font color="#666666" face="Arial, Helvetica, sans-serif">%%Title%%<br />
%%Company%%<br />
%%Street%%<br />
%%City%% %%State%%, %%postalCode%%<br />

<br />
<hr />
<br />
<font color="#666666" size="-1" face="Arial, Helvetica, sans-serif">Equal Employment Opportunity Employer M/F/V/D</font><br />
<br />
<font size="-1" face="Arial, Helvetica, sans-serif"><strong>NOTICE:</strong></font> <font color="#666666" size="-1" face="Arial, Helvetica, sans-serif">This transmission is intended only for the person or entity to which it is addressed and may contain privileged and/or confidential material. Any retransmission, dissemination, review or other use of, or taking any action in reliance upon, this information by persons or entities other than the intended recipient is prohibited. If you receive this transmission in error, please contact the sender, destroy this message and delete the material from any computer, computer storage or other media. Information in this message that does not relate to the official business of Company shall be understood as neither given nor endorsed by us.</font></p> and fall back to 'wrap'
if unable to apply.
Except when the message is from users that are 'Outside the Organization'

   or except when the Subject field or message body contains 'This transmission is intended only for the person or entity to which it is addressed and may contain privileged'

End of Transport rule----------------------------------------------------

From what is shown in the text above, is there anything I've done wrong in building the rule? If so what can be done to correct the double signature/disclaimer at the end of messages in the email conversations?

Thanks in advance for any assistance.

Question by:nti1999
LVL 52

Accepted Solution

Manpreet SIngh Khatra earned 2000 total points
ID: 38385285
Transport Rules: Adding a disclaimer

Only including the disclaimer once per thread

If this is how it is then i would like to 2 know 2 things ... does it happen with internal conversations as well or just external ones ?

- Rancy

Author Comment

ID: 38386884

I've read the article you've posted and was able to resolve the issue. It appears that when you use the "except when" with "if the subject or body contains" option you cannot include a long phrase like I had.

So I modified the that option to just one distinct word from the disclaimer and it worked like a charm. Here's what I've changed it to.


 or except when the Subject field or message body contains 'M/F/V/D'


Thank you for the guidance. It is much apreciated.


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