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Implementation of Email Signature Server for Microsoft 365

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The Templafy Email Signature for Microsoft 365 is a server-based solution that makes it possible to insert email signatures for emails sent from Microsoft 365. We add signatures to any email sent from any device on any platform. We optimize for Mail and Outlook for iPhone, iPad, Android, MacOS and Windows.

The Templafy Email Signature for Microsoft 365 is a containerized solution that can be hosted by the tenant or by Templafy.

 
  • In both these solutions, we don't store the tenant's emails. The email signature server scans the email content to find the correct place to place the correct signature and logs the successful processing of the email with anonymized metadata but never its content.

 

Client-hosted Email Signature Server for Microsoft 365

To set up the Templafy Email Signature Server for Microsoft 365 as a client-hosted solution, the tenant requires the following configuration steps.

 

Tenant steps

1.Configure certificates

  • A self-signed certificate set is generated to encrypt the communication channels between the Templafy Email Signature Server and the Microsoft 365 Exchange Online subscription.

2.Configure access to mailboxes

  • Emails that have been processed by the Email Signature Server, and a signature was appended, also get the signature appended to the e-mail in the Sent Items folder by the Email Signature Server using Graph API.
  • Requires creating an Application registration inside the Azure Active Directory for the customer's Microsoft 365 subscription with the Mail.ReadWrite rights to access the Microsoft 365 Exchange Online using Graph API.

3.Configure a new Email Signature Server in Kubernetes

The Email Signature Server is responsible for adding the proper email signatures to the email messages.

  • Our Email Signature Server is delivered as a Docker container image, this needs to be deployed to the customer's subscription using Azure Kubernetes Services.

4.Configure Templafy for Email Signature Server

  • In the tenant's Templafy Admin center configure the html email signatures that will be applied to the emails sent by the users of the organization.
  • It is required to create and supply a blob container Shared Access Signature URI that was created as part of the implementation of the cluster in the customer's Azure subscription. Templafy will periodically synchronize the generated email signatures to this blob container. The Email Signature Server will pull the email signatures required from this blob container.
  • To activate their email signature, each user has to follow a simple onboarding flow, where we ensure their user profile is valid. After this step the user's email signature is generated.

5.Configure Microsoft 365 Exchange to use Email Signature Server

  • Set up mail connectors and mail rules in the Exchange Online Admin center that will route emails to the Email Signature Server cluster.

 

Templafy-hosted Email Signature for Microsoft 365

To set up a Templafy-hosted Email Signature for Microsoft 365, a set of modifications are required in the tenant's Microsoft 365 environment. The following steps will guide the tenant to apply these modifications.

 

Tenant Steps

1.Configure certificates

  • A self-signed certificate set is generated to encrypt the communication channels between the Templafy Email Signature Server and the Microsoft 365 Exchange Online subscription.

2.Configure access to mailboxes

  • Emails that have been processed by the Email Signature Server, and a signature was appended, also get the signature appended to the e-mail in the Sent Items folder by the Email Signature Server using Graph API.
  • Requires creating an application registration inside the Azure Active Directory for the customer's Microsoft 365 subscription with the Mail.ReadWrite rights to access the Microsoft 365 Exchange Online using Graph API.

3.Configure Microsoft 365 Exchange to use Email Signature Server

  • Set up mail connectors and mail rules that will ensure that emails are routed through the Email Signature Server.

4. Add the Smart Hostname dedicated domain to Microsoft 365 accepted domains.

  • The origin domain, Smart Hostname, should be considered inside the customer organization for Exchange Online to accept emails returning on the Inbound Connector.

5. Configure E-Mail Signatures and Onboard Users

  • In the Templafy Admin Center configure the targeting of the email signature parts that will be combined into the HTML signature that is applied to the emails sent by the users inside the organization.
  • To activate their email signature each user will follow a simple onboarding flow where they ensure their user profile is valid, filled out, and a signature can be rendered.
  • After this step is completed successfully the email signatures for the user are generated.

 

Templafy support team steps

1. Deploy Templafy Email Signature Server for tenant

  • Our Email Signature Server is implemented as a Docker container image.
    1. This is deployed and configured for your tenant to the Templafy Container Services subscription as a new distinct Azure Kubernetes cluster namespace managed and maintained by Templafy.

2. Configure Templafy for Email Signature Server

  • It is required to configure new Email Signature Solution Blob Container Shared Access Signature URI that was created as part of the implementation of the cluster.
  • Templafy will periodically synchronize the generated email signatures from your Templafy tenant to this Blob container.
  • The Email Signature Server will pull the email signatures required from this Blob container.

3. Verify dedicated domain Smart Hostname configuration

  • The Templafy Solutions Engineering Team member will run a verification process on the implementation Smart Hostname the customer added to their Azure subscription's accepted domains.

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