Signature 365

• Signature 365 - Overview
• Signature 365 - Configuration
• Signature 365 - Setup A New User (or shared mailbox) With Email Signatures
• Signature 365 - Sync
• Signature 365 - Check Licensing
• Signature 365 - Users & Groups Enrolled
• Signature 365 - Worth Noting
• Signature 365 - Excluding users from getting signatures

Signature 365 - Overview

PBR Utilizes Signature 365 as an email signature solution

The Signature 365 portal can be accessed https://app.signature365.com/ all members of IT team have administrators access to this site and logon with their own creds.

This solution is integrated with 365 tenant, with transport rules and connectors being utilized to route emails through Signature365

The system automatically adds email signatures to emails sent from PBR

The following email clients show the signature whist composing the email

• Outlook Client
• Outlook on the web
• Outlook on smartphone

With all other email clients the signature will be added (injected) after the email have been sent

Signature 365 - Configuration

There are 3 potential components to every email signature, depending on the recipient

1. Signature
2. Campaign
3. Disclaimer

For emails external to the organization all 3 parts are combined, for internal emails only the first part is used. The Signature365 add-in identifies whether the recipient of the email is internal or external and adjusts the signature automatically

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1. Signature

There are 2 default signatures

• pbr_allstaff default
• pbr_sharedmailbox default

These have corresponding rules

• pbr_shared mailboxes

This rule specifies that any user (or in this case shared mailboxes) that are in the 365 Group Signature_Groups will be assigned the pbr_sharedmailbox default signature

• pbr_default

This rule specifies that any user that is in the 365 Group Signature_Users will be assigned the pbr_default signature

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2. Campaign

We have a single campaign, which is simply the image that is displayed on the signature below the senders details

• pbr_default

The campaign is applied to all emails (both shared mailboxes & users) sent to external recipients

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3. Disclaimer

We have a single disclaimer which contains the PBR disclaimer, first nations message & images & child safe message & image, this is displayed below the Campaign image

• pbr_default

The disclaimer is applied to all emails (both shared mailboxes & users) sent to external recipients

Signature 365 - Setup A New User (or shared mailbox) With Email Signatures

To Setup a New User with email signature

Theoretically (as far as I understand) all that needs to be done for a new user to get email signatures is for them to be assigned a 365 license and then they will automatically be added to the Signature_Users group . This group is a dynamic group and only users who are assigned a 365 mail enabled license will be members.

This group also is used to distribute the Signature 365 Apps. Signature 365 has the Outlook Add-in and Web App. Both should be distributed automatically once the user is a member of the Signature_Users group

Signature 365 pulls information for the email signature from the AD user setup 

• Full Name is taken from Display Name field in AD
• Job Title is taken from Title field in AD
• Email is taken from Email field in AD
• CompanyName is taken from Company field in AD
• Mobile is taken from Mobile field in AD
• Phone is taken from Telephone Number field in AD
• ExtensionComment is taken from ???? field in AD

The users email signature will then look like

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New Shared Mailbox Signature

Shared mailboxes that are are part of the 365 Group Signature Groups, will also be allocated a signature. This group is not dynamically assigned and shared mailboxes must be manually added to the group.

Shared mailbox signatures are applied to emails when a email is sent from a shared mailbox. 

These are formatted slightly differently, they include the following information

• Sender.FullName is taken from the users Display Name field in AD
• Sender.Jobtitle is taken from the users Title field in AD
• CompanyName is taken from the shared mailbox Company field in AD
• Phone is taken from shared mailbox Office Phone field which can be found in Exchange Admin (select the mailbox, click on manage contact information, then expand contact information and enter the phone number you want displayed in the shared mailbox signature under Office Phone). If there is nothing in that field the default phone number (03) 9757 0700 is automatically used
• Email is taken from the shared mailbox email field in AD

The shared mailbox signature will look similar to this example from Functions Mailbox (in this case no phone number has been found in the 'office phone ' filed so the default phone number has been used)

Signature 365 - Sync

Signature 365 - Sync with 365 Tenant & Ultimately AD

To force a sync with 365 tenant & ultimately AD

Log into Signature 365 https://app.signature365.com/

Go to settings, then integrations, click on view under Microsoft 365

 

then click on import now

Signature 365 - Check Licensing

To check the number of licenses currently in use

 

Log into Signature 365 https://app.signature365.com/

Click on Billing and select the Plan tab

 

Signature 365 - Users & Groups Enrolled

To see the users that are enrolled in Signature 365, you can

1. Log into signature 365
2. Select users, all sync'd users will be shown

3. If you select the user you can then see the details that have sync'd from AD. You can also view what the signature will look like for a user. If viewing what a signature looks like for a shared mailbox, be aware it wont show all the details as some of the fields are drawn from the Users contact information 

 

You can also view the enrolled users in AAD by viewing the members of the Signature_Users group along with the members of the Signature_Groups group

Signature 365 - Worth Noting

When viewing the 365 integrations page, you may notice the line 'Server-side signature injection is enabled for the group test.'

This is NOT the case, that group is listed as that was the group that was first setup, and for some stupid reason it does not update when you change it. Signatures are applied to all users in the Signature_Users group and to all Shared Mailboxes in the Signature_Groups group.

 

 

Signature 365 - Excluding users from getting signatures

If you need to exclude a user who has been assigned a 365 mail enable license (and thus are added dynamically to the Signature_Users group) from getting an email signature.

Log into the Microsoft Entra Admin center

Navigate to the Signature_Users group

Under Dynamic Membership Rules

You need to add the users email address after the -notcontains command. As can be seen below whaere the helpdesk@pbr.org.au email address has been excluded from getting email signatures

At the time of writing the -notin command was not able to be used to reference another group in AAD..  Thus it is not possible to create a No-Signatures Group and put all users who are licensed but don't need a signature in the group to exclude them. This would be a MUCH cleaner way to do this. Hopefully Microsoft will look to add this functionality in the future.