About this article
In this article we will be creating and configuring a mail flow rule in the Exchange Online Admin Center. This rule will identify the e-mails that will be redirected through the Templafy Email Signature Server cluster for processing.
Prerequisites
|
Tenant Steps
- Go to Rules
- Click [
+ Add a rule
] -> 'Create a new rule...' -
Set rule conditions
- Name:
templafy email signatures
-
Under the Apply this rule if section.
- Click the Select one dropdown and select:
The sender
- Click the next Select one dropdown and select:
is external/internal
-
select sender location will show
Inside the organization
in the dropdown. - Click the [
Save
] button. - Click the [
+
] Add a condition button next to theis external/internal
dropdown. -
Select
The sender...
then click the Select one dropdown and select:domain is
-
specify domain
-
[
Add
] for each Email Domain that is configured in your Templafy tenant Email signatures settings.- This information is found at your Templafy tenant Admin Center in section Email signatures -> More options -> Settings.
- How to add or remove Email Domains?
- Click the [
Save
] button.
- Ensure the SPF record is updated with the Inbound Connector entry for your cluster region, for each of the domains added to the rule in this step.
- SPF entry Configuration, Setup, and Verification.
-
-
Optional: Group-based user targeting to Email Signature Server
-
We recommend this configuration if you have many systems automated mails that would not be receiving a Templafy managed signature.
-
You can add the condition
Sender is a member of...
and use a Distribution Group, or Mail Enabled Security Group, of users that are in the Templafy tenant for a managed signature.- In order to validate the outbound connector, add the following to the Apply this rule if section:
- Select
The sender...
then click the Select one dropdown and select:is this person
and addO365ConnectorValidation@<yourrdomain.tld>
- Select
-
O365ConnectorValidation@<yourrdomain.tld>
is the sender of the validation email for the outbound connector and must be enabled with the secret key validation below in order to verify the connection to the server.
- In order to validate the outbound connector, add the following to the Apply this rule if section:
-
- Click the Select one dropdown and select:
-
Under the Do the following section.
- Click the Select one dropdown and select:
Redirect the message to
- Click the next Select one and select:
the following connector
-
Select connector.
- Select the outbound connector previously created from the list.
- Click [
Save
]
-
Set secret key validation.
- Click the [
+
] Add action button next to thethe following connector.
dropdown. - Select
Modify the message properties...
->Set a message header
- Click
[Enter Text]
for the message header and set the header name toTemplafy-EmailSignatureServer-Secret
- Click
[Save]
- Click
[Enter Text]
for the message value and set the header value to the GUID value that is provided by your Templafy Solutions Engineer on this implementation. - Click
[Save]
- Reference: Enable sender secret key validation
- Click the [
- Click the Select one dropdown and select:
-
Under the Except if section.
-
The
Templafy-EmailSignatureServer-Processed
custom header is added to the email by the processing ESS instance before it is returned back to the Exchange Online server.- Click the Select one dropdown and choose:
The message headers...
- Click the next Select one and choose: includes any of these words/matches these text patterns.
- Click the Enter text link to specify header name:
Templafy-EmailSignatureServer-Processed
Click [Save
] - Click the Enter words link to specify words or phrases:
true
Click [Add
]
Click [Save
]
- Click the Select one dropdown and choose:
-
The
x-processedbytemplafy
-OR-unsupportedformatbytemplafy
headers are added by the local Templafy Signature add-ins if they have processed this mail.- Click the [
+
] Add exception button next to theincludes any of these words/matches these text patterns.
dropdown. - Click the Select one dropdown and select:
The message headers...
- Click the next Select one and select: includes any of these words/matches these text patterns.
- Click the Enter text link to specify header name:
x-processedbytemplafy
-OR-x-unsupportedformatbytemplafy
- Use the header
x-processedbytemplafy
if you prefer the emails already processed by Templafy via the Outlook VSTO Plugin on PC or via the Templafy Outlook Web Add-in in to skip the Email Signature Server - Use the header
x-unsupportedformatbytemplafy
if you prefer all the traffic will go to Templafy Email signature for a sanity check (in case the signature was removed by the end users while the add-ins are in use in their sending application) except the non-supported format items (meeting invites and vote feature in Outlook Application for PC)
- Use the header
- Click [
Save
] - Click the Enter words link to specify words or phrases:
true
Click [Add
]
Click [Save
]
Click [+
]
- Click the [
-
Add the exception for Permission controlled emails
- Click the [
+
] Add exception button next to the firstincludes any of these words/matches these text patterns
dropdown. - Click the Select one dropdown and select:
The message properties
- Click the next Select one and select:
includes the message type
- For the select message type select the
Permission controlled
item in the dropdown. - Click the [
Save
] buttons.
- Click the [
-
- Click the [
Next
] button. -
Set rule settings
- Enable the checkbox for Stop processing more rules
- The rest of the mail flow rules you may have will be applied when the email is returned back from the ESS solution to Exchange.
- Click the [
Next
] button.
- Enable the checkbox for Stop processing more rules
-
Review and finish
- Click the [
Finish
] button. - The rule will be Saving, this may take a few minutes.
- Click the [
Done
] button to complete this step.
- Click the [
-
Enable the new mail flow rule and set the priority to
0
, the highest.- Click the newly created rule at the bottom of the list.
- Click the Enable or disable rule toggle to set the rule Enabled.
- You must wait at this panel until the operation returns, in green, "Rule status updated successfully."
- Click Edit rule settings at the top of the panel.
- Set the Priority textbox to
0
- Set the Priority textbox to
- Click [
Save
] - The rule will be Saving, this may take a few minutes.
- You must wait at this panel until the operation returns, in green, "Transport rule updated successfully."
- Click [
Done
]
-
Screenshot examples of a completed rule.
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