Create Mail Flow Rule for Email Signature Server

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.

• Apply this rule if section
• Do the following section
• Except if section

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 the is 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 add O365ConnectorValidation@<yourrdomain.tld> 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.

• 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 the the following connector. dropdown.
    • Select Modify the message properties... -> Set a message header
    • Click [Enter Text] for the message header and set the header name to Templafy-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

     

• 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]

       

  • 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 the includes 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)

    • Click [Save]
    • Click the Enter words link to specify words or phrases: true
      Click [Add]
      Click [Save]
      Click [+]

       

  • Add the exception for Permission controlled emails

    • Click the [+] Add exception button next to the first includes 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 [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.

     

• 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.

     

• 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
  • 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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