About this article
This article details technical questions and answers regarding the Templafy email signature server (ESS). Sections in this article:
- What is the Templafy Email Signature Server architecture?
- Does the Email Signature Server work with third-party email processing services?
- Is the Email Signature Server disrupted by antivirus software on Desktop PCs?
- Does the Email signature server update cause any downtime?
- What happens to an e-mail if there is an error during processing?
- Does Templafy Email Signature Server support plain text format and rich text format emails?
- Does the Email Signature Server work with encrypted emails?
- How does the Email Signature Server impact or work in conjunction with connectors used to encrypt traffic for customers' customers?
- Are the email transfers between Exchange Online and the Email Signature Server secure?
- How Templafy Email signature server integrates with Exchange Online?
- What if Templafy Email signature server rejects messages with attachments larger than size limit?
- Why there are two entries on the Message trace for emails routed through Templafy ESS?
- What if emails are not being sent?
- What if Templafy Email signatures are not getting attached from Salesloft?
- Do email signatures get appended to Out of Office (Automatic Reply) emails?
- Does the Email Signature Server work for Dynamic Distribution Groups?
What is the Templafy Email Signature Server architecture?
Templafy relies on a Kubernetes architecture, and the native cloud service of Microsoft Azure Kubernetes service also known as AKS for the Email Signature Server.
AKS allows for having orchestration layers on the server, load balancing emails between the servers, and offers a highly available environment.
Templafy Email Signature Server solution supports the cluster auto-scaler in AKS to create automatically additional servers in the event of a high load.
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Does the Email signature server work with third-party email processing services?
Yes.
Customers may already have configured third-party email processing services performing virus scans or other services related to email processing in their email flow (e.g., Mimecast, Proofpoint, Sophos, Barracuda). To avoid any conflict and ensure deliverance of signatures, Templafy recommends setting the Templafy Email Signature Server mail flow rule to Priority 0, which means the first service to process the email.
Is the Email signature server disrupted by antivirus software on Desktop PCs?
No.
Certain antivirus software add their own signatures to the emails they have processed (e.g., "This email was verified by ..."). The Email Signature Server is not affected by these as the signature is always appended at the end of the email after it has been sent.
Does the Email signature server update cause any downtime?
No.
Templafy Email signature server updates are done on a hot system, meaning it can be done without causing any downtime since Kubernetes will orchestrate it internally.
What happens to an e-mail if there is an error during processing or an Email Signature Server pod crash?
If the email does not return to Exchange Online from the Email Signature Server cluster the email remains in the Exchange Online Pending Queue. Exchange Online will retry to send the email to the cluster for processing until successfully processed.
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Does Templafy Email Signature Server support plain text format and rich text format emails?
Templafy Email Signature Server supports applying rendered HTML signatures to HTML, plain text format, and rich text format (RTF) emails. If a plain text or RTF email is received by the Email Signature Server, an HTML signature is applied to the email and the plain text/RTF email is converted to HTML format.
Does the Email Signature Server work with encrypted emails?
If the messages are encrypted before they reach the Email Signature Server, the emails will not be processed by the Email Signature Server and will be sent on to the final recipient without a signature being appended by the Email Signature Server.
If the email is encrypted by a mail flow rule configured in Exchange Online Admin Center, and Templafy Email Signature Server is the first mail flow rule (set to Priority 0), the email signature will be attached before the email is encrypted by a subsequent mail flow rule processing.
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How does the Email Signature Server impact or work in conjunction with connectors used to encrypt traffic for customers' customers?
If the Templafy mail flow rule that sends emails to the Email Signature Server is in line before the rules that do any further processing of emails, e.g., encryption, the Email Signature Server applies a signature as expected.
Are the email transfers between Exchange Online and the Email Signature Server secure?
The Exchange Online is configured with Outbound and Inbound connectors directing emails from and to your specific Email Signature Server implementation.
- The Outbound connector is configured for Mandatory TLS negotiation. Emails will always be sent to the Email Signature Server after a secure TLS connection is negotiated using the certificates configured during the implementation.
- The Inbound connector is configured, by Microsoft default and as utilized by the Email Signature Server, to use Opportunistic TLS negotiation. The Email Signature Server will endeavor to establish a secure TLS connection to Exchange Online with this connector to send the processed emails back using the certificates configured during the implementation.
How Templafy Email signature server integrates with Exchange Online?
Templafy integrates with Exchange Online using Graph API through an Azure application. This allows the Email Signature Server to append the signature to the processed email in the Sent Items as well...
The communication is entirely secure relying on the TLS certificate configured during implementation. This application also requires Application permissions Mail.ReadWrite to be able to accomplish these updates.
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What if Templafy Email signature server rejects messages with attachments larger than size limit?
Templafy Signature Server doesn't have any size limit for messages, but it is recommended to set an exception rule to omit message size >150MB to comply with the size limit of Exchange Online.
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Settings in Exchange Online to be verified and adjusted if this issue is experienced:
- Organization transport setting:
get-transportconfig | ft maxsendsize, maxreceivesize - Send connector setting:
get-sendconnector | ft name, maxmessagesize - Receive connector setting:
get-receiveconnector | ft name, maxmessagesize - User mailbox setting:
get-mailbox <user@email.address> | ft Name, Maxsendsize, maxreceivesize
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If users can send large attachments while bypassing Templafy Email Signature Server but cannot otherwise, then most probably there is a connector limit in place.
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Why there are two entries on the Message trace for emails routed through Templafy ESS?
If your emails were routed through Templafy ESS, they will appear twice on the Message trace search results list.
This happens because a message is first sent to the Templafy ESS via the outbound connector (this is indicated by the first entry in the report). Then, after being processed by ESS, the message is sent back to Exchange Online via the inbound connector then sent to the set recipient (this is indicated by the second entry in the report).
What if emails are not being sent?
The Email Signature Server is optimized for high load. If incidents occur and the connection to the Email Signature Server is not available or the server is unable to process requests, emails will defer in the Exchange Online queue. Exchange Online retries sending these queued emails starting at 15 minutes, for up to 24 hours. The emails will be sent as soon as the service is restored to the Email Signature Server, alternatively the sender will receive a Non-Delivery Receipt after 24 hours.
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You are encouraged to review the Microsoft Service Health for any reported incidents for your subscription that involve Exchange Online. These incidents may involve impact to mail flow and delivery not necessarily related to the Templafy Email Signature Server.
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Troubleshooting steps
- Check the message trace for one of the e-mails in the Microsoft 365 Exchange Admin Center
- Check that the connectors in the Exchange Admin Center are still valid and active
- Check the Resource Health for the Email Signature Server AKS cluster in the Azure Portal
Check for Resource Health events impacting your AKS cluster (microsoft.com)
- Bypass the Email Signature Server by disabling the mail flow rule in the Exchange Admin Center
What if Templafy Email signatures are not getting attached from Salesloft?
SalesLoft signature stamping system is conflicting with Templafy Email Signature system. Per that, emails sent out from SalesLoft might not get a Templafy signature accordingly.
Per that, if an email sent from Salesloft does not generate a Templafy email signature, make sure to verify that there is not an existing signature or any text, including blank spaces, configured in Salesloft. If there is any existing text configured in Salesloft, Templafy Email Signature Servers will interpret that the email signature already exists and will not attach a Templafy email signature.
Do email signatures get appended to Out of Office (Automatic Reply) emails?
No.
Email signature server does not process Out of Office emails, and therefore does not append a signature to these messages.
Does the Email Signature Server work for Dynamic Distribution Groups?
When sending an email to a dynamic distribution group, a sender may receive an NDR that looks like this: 550 5.4.1 Recipient address rejected: Access denied
Dynamic distribution groups do not sync to Azure and are therefore treated as external recipients by Microsoft's default DBEB mechanism. This is a Microsoft limitation and is true regardless of Email Signaure Server.
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