About this article
This article is an overview of Templafy's Email Signature Server Solution for M365. It explains what it is, how does it work, what are the technical requirements, and things to consider.
This article only applies to Email signatures sent from:
- Mobile Devices
- Tablets
- Outlook on Macs (if the Outlook web add-in is not yet deployed)
- Outlook Online (if the Outlook web add-in is not yet deployed)
Sections in this article:
- What is the Templafy Email Signature Server Solution?
- How are email signatures managed?
- Client-hosted server solution
- Templafy-hosted server solution
- Client-Hosted requirements
- Templafy-Hosted requirements
What is the Templafy Email Signature Server Solution?
It is basically the server-based email signature management solution for Microsoft 365 that Templafy has created to append email signatures to emails sent from either:
- Tablets
- Mobile devices
- Outlook Online On PCs, on Macs (if Templafy Outlook add-ins are not deployed)
In short, it is our solution to append the email signatures, campaigns, and disclaimers that were created in the Email Signature Manager. It works from any device and in any application as long as the email is processed through Exchange Online.
How are email signatures managed?
Email Signatures are managed via the Templafy Email Signature Manager and the signature of the user will be appended to the body of the email regardless of the device it is sent from. It appends email signatures, campaigns, and disclaimers to emails after they are sent, and the email signature can be reviewed in the sent items folder. Thus, this means that the email signature is added "Server-Side".
In order to append these signatures, Templafy has designed and built from the ground-up a completely new and modern SMTP Mail Server that will be the one in charge of processing the customers' emails and affixing the signatures. This mail server has been conceived so that it can be deployed through a Docker container.
This is the flow the email will go through to get the signature appended from a Server-Side perspective:
- An email is sent from a mobile device, a Mac computer or webmail client like Outlook Online.
- The mail is processed via the client's Exchange Online server.
- If any mail rules exist (i.e. should Templafy add a signature to this person's email), the email is rerouted to the Templafy Email Signature Server.
- The signature is added and the email is returned to the Exchange Online server.
- The email is now processed directly from the Exchange Online Server and sent to the recipient.
Client-hosted and Templafy-hosted server solution
Templafy offers two ways to append these signatures server-side: Client-Hosted and Templafy-Hosted.
The main difference between the two is basically where the Templafy Email Signature Server is located and hosted.
What is the Client-Hosted Email Signature Server Solution?
Client-hosted means that the client (customer) deploys, installs and hosts the Templafy Email Signature Server (in a docker container) in their own Azure tenant. It is a Self-hosted solution that doesn't allow the re-routing of emails outside of the company's servers.
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Setup and management are provided through Templafy and Templafy provides additionally:
- Access to the Templafy Email Signature Manager in the Templafy Admin Center.
- Access to the Docker image of the latest version of Templafy Email Signature Server for Microsoft 365.
- Periodic updates in the form of new Docker images.
- A guide for setting up the Templafy Email Signature Server For Microsoft 365. This implementation guide will be followed in an online meeting with our engineers.
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Client-Hosted requirements:
Configuration Requirements (Templafy Admin Portal):
- Compose email signature templates with signatures, campaigns, and disclaimers
- Configure filters and validity
- Manage company images to use in the email signatures
- Manage company data to use in the email signatures
Exchange requirements:
- Microsoft 365 subscription with Exchange Online.
- During the implementation call, an IT administrator with Exchange Administration and Application Administrator (or Global Administration) rights to Microsoft 365 subscription must be present.
- Allow to set up an inbound and an outbound connector from Exchange Online to Templafy Email Signature Server.
- Allow access to users’ mailboxes through Graph API to update the sent items in the sender’s mailbox with the email signature.
Deployment requirements:
- Azure subscription with an Enterprise Agreement or Microsoft Customer Agreement. It must have outgoing port 25 unblocked at the subscription level.
- Allow the deployment of a Docker container orchestration service setup (e.g. Kubernetes Service) to host the Templafy Email Signature Server Docker image.
- During the implementation call, an IT administrator with Global Administration rights to the Azure subscription must be present.
- Deployment of an Azure Blob Storage Account dedicated to Templafy Email Signatures for Microsoft 365. Full access to said storage account for Email Signature Server, where the email signatures generated by Templafy Servers are stored and where the Email Signature Server stores its log files.
What is the Templafy-Hosted Email Signature Server Solution?
Templafy-hosted means that Templafy hosts the Templafy Email Signature Server (docker containers) in its own Azure tenant. It requires that emails are re-routed to Templafy's servers before returning them to Exchange Online with the signature already affixed.
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Templafy provides additionally:
- A guide for setting up the mail flow rules and connectors to the Templafy Email Signature Server For Microsoft 365. This implementation guide will be followed in an online meeting with our engineers.
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Templafy-Hosted requirements:
Configuration Requirements (Templafy Admin Portal):
- Compose email signature templates with signatures, campaigns, and disclaimers
- Configure filters and validity
- Manage company images to use in the email signatures
- Manage company data to use in the email signatures
Exchange requirements:
- Microsoft 365 subscription with Exchange Online and active Exchange Online Mailboxes.
- Exchange Administration and Application Administrator (or Global Administration) rights to Microsoft 365 subscription.
- Send us the email volume your organization has at its peak. In order to find out this information, please follow this guide section Review the Email Activity Reports. We need this to set an appropriate scaling for the email signature server deployment on our side.
Deployment requirements:
- During the implementation call, an IT administrator with Global Administration rights to the Azure AD associated with the Microsoft 365 subscription must be present. This is needed as we will need to add the App registration that will allow the Email Signature Server to update the mail item in the Sent Items folder of the user.
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