Email Signature Server Workflow and Solutions

About this article

This article is intended to serve as a guide to explain Templafy's Email Signature Server (ESS) workflow. This guide will cover the options and recommendations of each Email Signature Server workflow and explain the benefits and drawbacks of each method.

Email Signature Server Solutions:

• Signature Workflow with ESS and Templafy Add-In
  • Standard Workflow: Templafy Add-In Processed - Skip ESS
  • Optional Workflow: ESS Fail-Safe/Catch-All Mode
• Signature Workflow with ESS Only
• One-Off Use Case for Skipping ESS

Prerequisites

Signature Workflow with ESS and Templafy Add-In

There are two methods for Email Signature Server when using the Templafy Add-In:

1. Standard Workflow: Templafy Add-In Processed - Skip ESS
2. Optional Workflow: ESS Fail-Safe/Catch-All Mode

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 Client or OWA with Templafy Add-In
   

   Note: During composition of an email from Outlook Client or OWA, a signature WILL appear.

    

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 
     

     Note: this is determined by the email headers

      

3. Email is processed as it normally would and sent to the recipient

Email traffic for this solution includes:

• Mail sent from mobile devices or tablets
• Mail sent from Outlook WITHOUT Templafy Outlook Add-In

The following is a list of pros and cons for this solution:

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

• Cons:
  • No Fail-Safe if signature is deleted by 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 Client or OWA with Templafy Add-In
   

   Note: During composition of an email from Outlook Client or OWA, a signature WILL appear.

    

2. Email is processed by Client’s Exchange Online server
   • Email is routed to Email Signature Server via a mail flow rule and a set of connectors configured in client’s Exchange Online (if sender is in the scope of the mail flow rule)
3. Signature is appended to email if no signature was inserted by VSTO/Web Add-in
   

   Note: the user's email signature must exist in the Templafy tenant and blob storage

    

4. Email is sent to recipient
   • 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 utilized to update the sender’s sent items to include the Templafy signature
5. Server events are logged

Email traffic for this solution includes:

• All mail in scope of the Email Signature Server

The following is a list of pros and cons for this solution:

• Pros:
  • Signatures will be added by the Email Signature Server if deleted by 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 a mobile device, tablet, or maybe computer
   

   Note: During composition of a message the email the signature will NOT appear at this time as the signature is stamped after being sent

    

2. Email is processed by Client’s Exchange Online server
   • Email is routed to Email Signature Server via a mail flow rule and a set of connectors configured in client’s Exchange Online (if sender is in the scope of the mail flow rule)
3. Signature is appended to email
   

   Note: the user's email signature must exist in the Templafy tenant and blob storage

    

4. Email is sent to recipient
   • 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 utilized to update the sender’s sent items to include the Templafy signature
5. Server events are logged

Email traffic for this solution includes:

• All emails in the scope of ESS

The following is a list of pros and cons for this solution:

• 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 see 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.

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