Technical - DynamicSignature

Technical Design

DynamicSignature is a client side solution. The generated email signatures are visible inside Outlook and available when on a train and at home. It is not a gateway solution where the signatures are stamped onto the email after it has been sent.

All data are pulled from Active Directory, and the layout of the email signature is defined via a template. The templates are controlled by the administrator through a management application that is installed on a server.

The deployment of email signatures is controlled by a group policy or a login script. It is possible to control deployment via group membership also.

DynamicSignature OSI Model
DS client side wiring

When the solution has been set up, the administrator can forget about it. There is no daily maintenance to do, except in case a change of layout or user scope is required.

All the target users will get an email signature when they log on to the network.

DynamicSignature Manager

DynamicSignature Manager  is installed on a member-server or domain controller. Using the Manager you can edit, configure and deploy email signatures.

Signature Editor
The DS Manager User Interface

DS Client

The DynamicSignature Client is the component that is used to generate email signatures on the users PCs. The DynamicSignature Client is a self-contained ultra-small-footprint application.

Ultra-small-footprint:
We have gone to great lengths to make it as small as possible, so it will not impair your network when running.
Self-contained:
All functionality is contained in one executable file. That means it does NOT need to be installed to run.
Together these two factors enable you to run it from a server share, via a login script, without installing it on the client PC.

When the user logs on to your network, the application reads all the necessary user information from AD. It then "melts" this information with you design template, together with logos and campaign footers.

It then creates 3 email signature formats on the client PC. (html/rtf/txt) These are then placed in a location that Outlook watches, so they will appear in a dropdown menu in Outlook settings, for the user to choose from.

To deploy the DynamicSignature solution to your selected target users, you just need to create a Group Policy for the OU containing the users. In the GPO you will assign the Client Application as a login action.

You can deploy as many different email signatures as you like.

Client Experience

When the client logs on to the network the PC will fetch and execute the software. It only takes a few seconds to generate the signature. The user will see a bubble-message in the task bar.

The DS Client Experience
The DS Client Experience

Outlook Web Access

DynamicSignature supports transmitting the email signature to OWA.

Exchange 2003 & 2007 & 2010 & 2013 & 2016 are all supported, as well as Outlook 365.

It can send both the text & html version of the email signature to OWA.

Cloud Support

Support for Office 365 is also available through our new DynamicSignature Batching Services, or short DSBS. It is a companion component for DS-Manager that runs as a server service generating signatures on behalf of users and pushing them onto the Cloud or On-Premises Exchange OWA.

This method is excellent for users that rarely comes into the office, or only work from home, and therefore is outside the reach of the IT department.

Selecting the email signature in Outlook

As soon as the user logs on to the network the generated email signature will immediately be available in Outlook.

By default the DS Client will create the necessary settings in Outlook and force the user to use the new email signature. The user can however freely choose another email signature on a mail-by-mail basis, by right clicking the email signature when he/she is writing a new email.

You have the option to deploy multiple email signatures. E.g. Users can have an English email signature as well as one in your native language. Or a long email signature for new emails and a short version for replies.

You can disable the mandatory use of your email signatures if you want to.

By right clicking on the email signature in Outlook, the user gets a dropdown with other email signatures to choose from.

Selecting a signature in Outlook
Manually selecting a signature

Image encoding on send

All images included in the email signature will be encoded into MIME Base-64 on transmission to the recipient.

This means that when the recipient receives the mail, it will not have either hidden images so the users has to click "show images" in his mail client, nor will the images show as attachments.

Below is a mail that has been opened in raw text mode to exposes the hidden data. What you see is in reality a picture in Base64.

How MIME Base 64 Bit encoding works
Image embedding source code

Email Signature with campaign

The campaigns is easily added, edited or removed using the editor

The campaign is a separate part of the whole email signature. So you can edit the campaign frequently without the risk of inadvertently making changes to the part of the template that governs your users contact information and layout.

Every time the users logs on, the email signature is refreshed with the latest updates you have made to the campaign.

Editing the Email Signature Templates

Editing your email signature templates or creating new ones is very easy. The picture above shows a template opened for editing.

The email signature consists of pure HTML. Where you want specific information you place a marker.

E.g. ###MOBILE### designates the users Cell Phone number.

You are free to map any field from AD into you template. 72 AD fields are supported.

DynamicSignature Editor
Editing a signature template

Read Technical Manual

If you need an even deeper understanding of our product you can read the Technical Manual.

FAQ

  • What happens when a user works from home via VPN, will the email signatures still be present?

    The generated signatures are saved to the local PC and are thus available offline at home or in trains. But if the user is working from his home-PC that is not joined to the company domain, then no group policies or login-scripts are run, and it will not be possible to deploy a signature to that PC.

  • Does this signature software only support HTML?

    No. The software generates 3 email signature formats. HTML/RTF/TXT. Outlook automatically chooses the appropriate one according to the email format being written.

  • Is this compatible with Outlook running on a Citrix Server?

    Yes. And terminal server is supported as well.

  • Are the users able to have other email signatures or are they forced to use this ones deploy?

    That is up to you. The software can be used to enforce one email signature. It will however NOT delete any existing signatures the user may have already.

  • Are users able to delete email signatures or update the info before sending message?

    Yes. But the next time they log on to the network, it will be set again.

  • Are there user guides available or technical manuals?

    Yes. There is a large technical guide explaining all aspects of using this product. It is in English.