Email Signature Server Workflow and Solutions

This article explains Templafy's Email Signature Server (ESS) workflow.

Standard Workflow: Templafy Add-In Processed - Skip ESS

The standard and recommended method of ESS solution for a client using the Templafy VSTO Add-In and/or Web Add-In to append their signatures is for emails that have already been processed by the Templafy Add-In to bypass ESS. The workflow is as follows:

1. Email is composed from Outlook with Templafy Add-In inserting a signature.
2. Email is processed by Client’s Exchange Online server.
   • Email bypasses Email Signature Server since the email was already processed by the Templafy Add-in.
3. Email is processed as it normally would and sent to the recipient.

Pros:

• Lower traffic through the Email Signature Server.
• Less impact to email deliveries if the server is down.

Cons:

• No fail-safe if the signature is deleted by the user.

Optional Workflow: ESS Fail-Safe/Catch-All Mode

The optional method of ESS solution for a client using the Templafy VSTO Add-In and/or Web Add-In to append their signatures is for all emails to be processed by ESS to act as a fail-safe for email signatures. The workflow is as follows:

1. Email is composed from Outlook with Templafy Add-In inserting a signature.
2. Email is processed by Client’s Exchange Online server.
   • Email is routed to Email Signature Server.
3. Signature is appended to email if no signature was inserted by VSTO/Web Add-in.
4. Email is returned to Client’s Exchange Online server and continues to be processed as it normally would and sent to the recipient.
   • Microsoft's Graph API is used to update the sender’s sent items to include the Templafy signature.

Pros:

• Signatures will be added by the Email Signature Server if deleted by the user.

Cons:

• Unable to determine if signature has been modified.
• High amount of traffic through server.
• All email is impacted if server is down.

Signature Workflow with ESS Only

If a client is using only Email Signature Server (ESS) to append their signatures without the VSTO Add-In or Web Add-In, the workflow is as follows:

1. Email is composed from any device/email client.
2. Email is processed by Client’s Exchange Online server.
   • Email is routed to Email Signature Server.
3. Signature is appended to email.
4. Email is returned to Client’s Exchange Online server and continues to be processed as it normally would and sent to the recipient.
   • Microsoft's Graph API is used to update the sender’s sent items to include the Templafy signature.

Pros:

• Signatures cannot be modified since they are appended after sending the message.
• One place for troubleshooting email signatures.
• No Templafy Add-ins required.

Cons:

• Unable to preview signature when composing email.
• Unable to edit signature in email.

One-Off Use Case for Skipping ESS

ESS can be skipped in the mail flow of a specific message by adding [--essTemplafy:skip] at the end of the subject of the email. This text will be automatically removed on the recipient side and in the senders' sent items.