Signatures are not applied to all users or groups specified in the Exclaimer Cloud signature policies

Scenario:

You have run through the Exclaimer Cloud configuration. Instead of accepting the default option to send all messages from all users to Exclaimer Cloud Signatures for Office 365, you chose to specify a new or existing distribution group (when setting up the transport rule):

Distribution group setting.

Later, as new users are added, you find that signatures are not being applied to some or all of them, despite the fact that those users match conditions defined in signature policies.

In addition, message traces for these users in Office 365 do not show the Identify messages to send to Exclaimer Cloud transport rule being applied, and the messages are not sent via Exclaimer Cloud.

Reason:

You configured the transport rule with the required group of users for whom messages should be sent to Exclaimer Cloud Signatures for Office 365 and this is added to your Exchange Online tenancy. This determines which emails are pushed to Exclaimer Cloud for processing.

Emails from users who are not in the specified group will not be pushed to Exclaimer Cloud - even if your policy settings in Exclaimer Cloud apply. In other words, the group setting defined in the transport rule takes precedence - if a user is not in the specified group, their messages are not processed, so signature policies will not be applied.

You can verify which group has been specified in your transport rule by checking your Office 365 tenancy. It can be found under Admin Centers > Exchange Admin Center > Mail Flow > Rules.

Note: If you created a new group when setting up Exclaimer Cloud, it will have no members by default.

Solution:

There are three possible solutions for this scenario:

Option 1: Update users and groups in Office 365

In Office 365, add the required users and/or groups to the group specified in your transport rule.

Option 2: Recreate the transport rule and connectors and apply to all users

To do this, follow the steps below:

  1. Log in to the Exclaimer Cloud portal, and click Settings.
  2. Select the Mail Flow tab, then click Setup (under Office 365 Connector Setup):

    Setup under Office 365 Connector Setup.

  3. Provide credentials for an Office 365 Global Administrator.
  4. On the next page, select Send all messages to the Exclaimer Cloud (this is the default setting).
  5. Finish the wizard using default settings. Once complete, all emails will be routed through Exclaimer Cloud, but signatures will only be applied to the users or groups specified in your Exclaimer Cloud signature policies.

Option 3: Remove the group from the transport rule’s conditions in Exchange Online

To do this, follow the steps below:

  1. Log on to the Office 365 Portal as a Global Administrator.
  2. Open the admin center.
  3. Click admin centers and select Exchange.
  4. Select mail flow and then rules.
  5. Edit the Identify messages to send to Exclaimer Cloud rule.
  6. Remove the condition The sender is a member of… and save the rule:



    Note: This change means that all emails will be routed through Exclaimer Cloud, but signatures will only be applied to the users or groups specified in your Exclaimer Cloud signature policies.

Haven't found a solution to your problem?

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