--- language: "en" --- # Crossware Email Signature for Google Workspace This resource provides detailed guidance to help you configure, manage, and troubleshoot Crossware Email Signature in your Google Workspace environment. ## Explore by Category * [**Getting Started**](https://support.crossware365.com/google-workspace/getting-started.md) Learn how to connect Crossware Email Signature with Google Workspace, including prerequisites, permissions, and initial setup. * [**Configuration Guides**](https://support.crossware365.com/google-workspace/signature-design.md) Step-by-step instructions for managing signatures, templates, images, and directory attributes. * [**Troubleshooting**](https://support.crossware365.com/google-workspace/troubleshooting.md) Find solutions for common issues such as mail routing errors, sync problems, and formatting inconsistencies. * **Frequently Asked Questions** Quick answers to the most common queries. If you're having issues and can't find your answer in our Knowledge Base, get in touch with our friendly [Support team](https://www.crossware365.com/contact-support) *** ** * ** *** ## Recently Updated Articles * [Crossware Email Signature for Google Workspace](https://support.crossware365.com/google-workspace.md) * contributed about 2 hours ago * [Troubleshooting](https://support.crossware365.com/google-workspace/troubleshooting.md) * contributed Mar 17, 2026 * [Release Notes](https://support.crossware365.com/google-workspace/release-notes.md) * contributed Mar 16, 2026 * [Triggering an Immediate Directory Sync](https://support.crossware365.com/google-workspace/troubleshooting/triggering-an-immediate-directory-refresh.md) * contributed Mar 16, 2026 * [Signature Designer Security](https://support.crossware365.com/google-workspace/administration/signature-designer-security.md) * contributed Mar 16, 2026 Last updated: March 22, 2026 --- language: "en" --- # Administration * [Adding Users to Crossware Email Signatures](https://support.crossware365.com/microsoft-365/administration/adding-users-to-crossware-email-signatures.md) * [Crossware Portal Required Permissions](https://support.crossware365.com/microsoft-365/administration/crossware-portal-required-permissions.md) * [Log in to the Crossware Email Signature Portal](https://support.crossware365.com/microsoft-365/administration/how-to-log-into-crossware-email-signature.md) * [Restricting Non-Admin Access to the Crossware Portal](https://support.crossware365.com/microsoft-365/administration/restricting-non-admin-access-to-the-crossware-port.md) * [Signature Designer Security](https://support.crossware365.com/microsoft-365/administration/signature-designer-security.md) * [Evaluate Signature](https://support.crossware365.com/microsoft-365/administration/evaluate-signature.md) * [Signature Order of Selection](https://support.crossware365.com/microsoft-365/administration/signature-order-of-selection.md) * [Unique Certificate Update](https://support.crossware365.com/microsoft-365/administration/unique-certificate-update.md) * [Temporarily Disabling Crossware Email Signature in Microsoft 365](https://support.crossware365.com/microsoft-365/administration/temporarily-disabling-crossware-email-signature-in-microsoft-365.md) * [Removing Crossware Email Signature in Microsoft 365](https://support.crossware365.com/microsoft-365/administration/permanently-disabling-crossware-email-signature-in.md) * [Using Crossware Email Signature with Third-Party Security Solutions](https://support.crossware365.com/microsoft-365/administration/using-crossware-email-signature-with-third-party-security-solutions.md) * [Metadata](https://support.crossware365.com/microsoft-365/administration/metadata.md) Last updated: September 22, 2025 --- language: "en" --- # Log in to the Crossware Email Signature Portal There are two ways to access Crossware Email Signature: through the main Crossware website or directly via the portal link. Use the method that is most convenient for you. ## Access via the Crossware Website 1. Open your web browser and go to the [**Crossware website**](https://crossware365.com). 2. In the **top-right corner** , click **Login**. ![image-20260311-195724.png](https://support.crossware365.com/__attachments/a_4fea708cb5b0ad4dda5effedbd760f5225a8ccc17c572175fd27a9e30c709165/image-20260311-195724.png?cb=62729e0bb47e58faa712d4aa8833174e) 3. Sign in using your **Google credentials**. ![image-20260311-195445.png](https://support.crossware365.com/__attachments/a_4611784cb05d86ba37624eaddd2af6b030ac8a779edae73ff68b37c82bc4524f/image-20260311-195445.png?cb=23bbdbdede1d14a1ae5c76c5a98292c5) *** ** * ** *** ## Access via Direct URL You can also go directly to the portal using this link: [Crossware Email Signature](https://portal.crossware365.com) Sign in with your Google credentials to the Designer portal. Last updated: March 11, 2026 --- language: "en" --- # Removing Crossware Email Signature in Google Workspace To remove Crossware Email Signature permanently, complete the following steps in your Google Admin Console. *** ** * ** *** ## **Remove the Content Compliance Rule** 1. In Google Admin, go to **Apps → Google Workspace → Gmail →** [**Compliance**](https://admin.google.com/ac/apps/gmail/compliance). 2. Find the **CrosswareTransportRule** under *Content compliance* and delete it. ![image-20251120-224836.png](https://support.crossware365.com/__attachments/a_6ba4d4cc8ce676b7bec8b5e59ebb5d0a86cef21d5695aa936ae3db2d3cef2078/image-20251120-224836.png?cb=49e7b7b87d0c24112c0b943faaa92665) *** ** * ** *** ## **Remove the Host (SMTP Relay)** 1. Navigate to **Apps → Google Workspace → Gmail →** [**Hosts**](https://admin.google.com/ac/apps/gmail/hosts). 2. Locate the **CrosswareOutboundHost** and delete it. ![image-20251120-224731.png](https://support.crossware365.com/__attachments/a_8a0526f73cb070594e19ce2897f98ebe95d27424c5d4605718f73426c0fb3c4c/image-20251120-224731.png?cb=d19a64849c1c9e54a2a92ea06ee5630f) *** ** * ** *** ## **Remove the SMTP Relay Service** 1. Navigate to **Apps → Google Workspace → Gmail →** [**Routing**](https://admin.google.com/ac/apps/gmail/routing). 2. Under *SMTP relay service* , find the **CrosswareInboundConnector** and delete it. ![image-20251120-225044.png](https://support.crossware365.com/__attachments/a_66e97b61da113f183f1426a8bafcc2aa0305843c5d754e528277dfeb59694f8f/image-20251120-225044.png?cb=0c8ed66f4a7f638daff5882295deb43b) *** ** * ** *** ## **Delete the Crossware Groups** * In the Admin Console, expand **Directory → Groups**. * Find and delete the **CrosswareMailSignatureUsers** and **CrosswareMailSignatureAdmins** groups. ![image-20251120-225227.png](https://support.crossware365.com/__attachments/a_a6c2c1510c8ed0ecc3446e99592f8f0f5f818ae7ed1a4d3fa4b469d42fbd1bfd/image-20251120-225227.png?cb=f0bc267709d1a4dd614b86cc7fa72498) Once you've completed these steps, Crossware Email Signature and all associated configurations will be permanently removed from your Google Workspace environment. Be sure to notify users of the change and verify that email signatures are handled by your preferred alternative method moving forward. Last updated: April 02, 2026 --- language: "en" --- # Signature Designer Security You can control who can add, edit and delete signatures through the Crossware Email Signature Designer from your Google Workspace Admin Console. you can also grant access through Crossware Email Signature Designer if you want to give a user(s) access to edit specific signatures they have been assigned. *** ** * ** *** ## Prerequisites * Access to the [**Crossware Portal**](https://portal.crossware365.com/). * Administrative privileges to manage users/groups. * For full access via Google Workspace Admin Console: Google admin rights. *** ** * ** *** ## Grant Access to Edit a Signature 1. Sign in to the [Crossware Portal](https://portal.crossware365.com/). 2. Navigate to **Signatures** and select the signature you want to edit permissions for. 3. Click **Settings**. ![image-20260309-003137.png](https://support.crossware365.com/__attachments/a_422652935fa033ef51a855d337d802894196c057954282eef8b0b751e0a99507/image-20260309-003137.png?cb=19e3a6c7f21b5b8ea0cba9301f38a2c0) 4. Choose between **Signature Admin Editor** or **Signature Editors**. 1. **Signature Admin Editors** - Signature admin editors can edit the HTML of the signature, and add, remove or rearrange blocks in the signature. They can change any settings, including signature security. Global admins have admin editor access by default. 2. **Signature Editors** - Signature editors can edit the HTML of the signature but not change any settings. ![image-20260309-004752.png](https://support.crossware365.com/__attachments/a_717c69751777cf857aa43a44ef69fc9b493e2e56d6d57205ac4c7f63732ddf0a/image-20260309-004752.png?cb=e8e4b0526812b74411e5bd73f2881cfd) 5. Select whether you want to add **Groups** or **Users**. 6. In the search box, start typing to find the **Group** or **User** you want to add. 7. Select the result, then click **Add Group**. 8. Click **Save** to apply your changes. ![image-20260309-005142.png](https://support.crossware365.com/__attachments/a_22b3ade49c2ca2e28fd399cd6c785ab764ae03ce16b83c4598d557cbd8fd8af6/image-20260309-005142.png?cb=aa0f93ce53875dbf60405a240055bead) *** ** * ** *** ## Grant Access to Edit a Signature Block 1. Sign in to the [Crossware Portal](https://portal.crossware365.com/). 2. Navigate to [**Blocks**](https://portal.crossware365.com/cms/designer/blocks) section and select the signature block you want to edit permissions for. 3. Click **Settings**. ![image-20260309-005535.png](https://support.crossware365.com/__attachments/a_92a6179a80e7a968c7d54c69e8d0e6c8660af990d06c07d12495bc184dfa25c4/image-20260309-005535.png?cb=79817156eab3ff0cecb0ac5ee3cf7228) 4. Under **Editors** select **Additional editors**. ![image-20260309-010000.png](https://support.crossware365.com/__attachments/a_6707c8d74047f8298211e6dc83fc9ac0c5bb63c5e946ca059782e074cc39dfea/image-20260309-010000.png?cb=e648fd10ed9ac6d91425506f2db51f00) 5. **After selecting Additional editors**, a pop-up will display two sections: 1. **Block Admin Editors** -- Can edit content and settings (except block security). 2. **Block Editors** -- Can edit content only. **Choose the appropriate option** based on the level of access required. ![image-20260315-211808.png](https://support.crossware365.com/__attachments/a_4a1da599800ccfd911d79184d48d37bdd093d9c96bf9f3330c3405aacfea8cd3/image-20260315-211808.png?cb=a64881dedee82cc4bd23da1adae34f1a) 6. Select either **Add Admin Editors** or **Add Editors**. 7. Select whether you want to add **Groups** or **Users** . In the search box, start typing to find the **Group** or **User** you want to add. Click **Add User**. ![image-20260309-010509.png](https://support.crossware365.com/__attachments/a_b0a180a23bf75e51f7c930de15318de33ba510d9772ebe0ddfb4e80e02cd4897/image-20260309-010509.png?cb=3eca9f55be6a50dd018d7d5c752cf463) 8. Click **Save** to apply the changes. *** ** * ** *** ## Grant Full Signature Designer Access via Google Workspace Admin Console 1. Go to [Google Workspace Admin Console](https://admin.google.com/) and sign in with your admin credentials. 2. **Create Admin Group (if not already created)** * Navigate to [**Directory \> Groups**](https://admin.google.com/u/0/ac/groups). * Create a group named **CrosswareMailSignatureAdmins**. ![image-20251201-234525.png](https://support.crossware365.com/__attachments/a_ede3b02609b54810da5563f0b817425b4c912f900979db5459513b6a4d330732/image-20251201-234525.png?cb=b785c49ffcd9c33fcab9a21a6cf6dc24) 3. Add users or groups to **CrosswareMailSignatureAdmins**. * Members of this group will have full editing access in the Crossware Portal Last updated: March 15, 2026 --- language: "en" --- # Signature Order of Selection **Order of Selection** controls the order in which signatures are evaluated and applied to emails. This is important when you have multiple signatures set up for different teams, departments, or scenarios, as the first matching signature in the list will be applied. By arranging signatures in the correct order, you can make sure the right signature is applied every time. *** ** * ** *** ## Accessing Order of Selection 1. Sign in to the [**Crossware Portal**](https://portal.crossware365.com/)**.** 2. Select **Order of Selection** to open the list of configured signatures. ![image-20260305-220033.png](https://support.crossware365.com/__attachments/a_934e5ceb4076d018f928cd1c81f8c6186142ca854d0710bdd812ef2e650549f0/image-20260305-220033.png?cb=0f30f5b1be034fb522c044d5d8f8c74c) *** ** * ** *** ## Changing the Order You can reorder signatures in two ways: ### 1. Drag and Drop * Click and hold a signature. * Drag it into the desired position in the list. ![msedge_J5AoUiDabC.gif](https://support.crossware365.com/__attachments/a_3c14369d2be61443d6b62bcc325d84238bd3dcea97b2b31c0f1589c61aaa9ba1/msedge_J5AoUiDabC.gif?cb=5e811225ce3171461f7752054e1432a3) ### 2. Use Arrow Controls When you hover over a signature, arrow icons will appear: * **Up arrow** -- move the signature up one position. * **Double up arrow** -- move the signature directly to the top. * **Down arrow** -- move the signature down one position. * **Double down arrow** -- move the signature directly to the bottom. ![image-20260305-220514.png](https://support.crossware365.com/__attachments/a_76d7e188df32b19584eb0688e4870620ea0f49b173f4989bc605b7fa5794bdbd/image-20260305-220514.png?cb=6d20d5375a602df3fd7730abcdaa4585) Last updated: September 22, 2025 --- language: "en" --- # Temporarily Disabling Crossware Email Signature in Google Workspace To disable Crossware Email Signature, complete the following steps in your Google Admin Console. *** ** * ** *** ## **Disable the Content Compliance Rule** 1. In Google Admin, go to **Apps → Google Workspace → Gmail →** [**Compliance**](https://admin.google.com/ac/apps/gmail/compliance). 2. Find the **CrosswareTransportRule** under *Content compliance.* 3. Click **Disable**. ![image-20260402-032936.png](https://support.crossware365.com/__attachments/a_59431a5284575beeed9b2d18b9108490db3ce4c1a5ddef52a78a264f3e8b370c/image-20260402-032936.png?cb=cfce135ecc84369ae8ed473860182a59) Last updated: April 02, 2026 --- language: "en" --- # Billing ## **Frequently Asked Questions** What is the subscription cost of Crossware Email Signature for Google Workspace? The subscription cost depends on the number of unique email users for whom you wish to use Crossware Email Signature for Google Workspace. Please contact our sales team [++sales@crossware.co.nz++](mailto:sales@crossware.co.nz) with your preferred currency and the number of email users in your organisation, and we will send you a quotation. You can also use our contact form on our web site: [++Please click here++](https://www.crossware365.com/send-quote-request) Do I pay extra for Software Maintenance and Support No, the subscription includes the cost of Software Maintenance and Support. In order to read our Service Level and Support Agreement: [++Please click here++](https://crossware365.com/o365-service-level-support-agreement/) Last updated: January 20, 2026 --- language: "en" --- # Manage your Subscription numbers - License Count Exceeded The Crossware Email Signature service is showing we are processing emails for more users than your subscribed number. ## **Why this happens \& how to fix it** ### You have increased the number of users requiring email signatures Purchase subscriptions for the additional users by contacting our Sales team [h](mailto:support@crossware.co.nz)[ere](mailto:sales@crossware.co.nz) *** ** * ** *** ### Some users are counted in the service but don't actually need a signature Update your Content Compliance Rule in [Google Admin Console](https://admin.google.com/) so it is using a group that only contains users that require a Crossware Email Signature Subscription. 1. Open the Google Admin Console. 2. Navigate to **Apps \> Google Workspace \> Gmail \>** [**Compliance**](https://admin.google.com/ac/apps/gmail/compliance). 3. Scroll to the **Content compliance** section. 4. Edit the rule used for Crossware processing, commonly named `CrosswareTransportRule`. ![image-20260120-190410.png](https://support.crossware365.com/__attachments/a_660d8b07d4c5147c2a70b5b9ae8d3676ddf4260c401756fdca74575f79f17eb5/image-20260120-190410.png?cb=5bfc07720bce8caa55b2beef1caed76c) 5. Select **Show options** to view the envelope filter settings. 6. Identify the group or groups specified in the rule. ![image-20260120-190534.png](https://support.crossware365.com/__attachments/a_b77ba8c33daa35ae0ec3c521ebe40ddf605ac61f43154ebc41e22158bdef11db/image-20260120-190534.png?cb=5d666a45302bbbd611f0a08cfcb82d0b) 7. Count all users within those groups, including any nested groups. ![image-20260120-190833.png](https://support.crossware365.com/__attachments/a_495a21b68a7a352c22f2aec9636ebdc69565ef1ec4116bd74fa81f89c508307b/image-20260120-190833.png?cb=2fdaa27f73445c7186d4d3aecee8d11f) The total number of users represents your current Crossware usage. Last updated: January 26, 2026 --- language: "en" --- # Getting Started This guide will help you get started with Crossware, showing you how to begin creating and managing your email signatures with ease. If you run into any issues, our [Support Team](https://www.crossware365.com/contact-support) is just a click away and ready to help. *** ** * ** *** * [Setup Server-Side Signatures](https://support.crossware365.com/google-workspace/getting-started/setup-server-side-signatures.md) * [SPF Record](https://support.crossware365.com/google-workspace/getting-started/spf-record.md) Last updated: January 28, 2026 --- language: "en" --- # Setup Server-Side Signatures ## Prerequisites Before starting, ensure you have: * A **Google Workspace Super Admin account**. * Your **Google Customer ID** (*Admin Console → Account → Account Settings → Profile*). * The following details ready to provide to Crossware Support: * Company name (e.g. *Crossware Limited*) * Primary domain or all domains if you use more than one (e.g. [++*crosswaredemo.com*++](http://crosswaredemo.com/)) * Admin email (ideally a Global Admin, e.g. [++*admin@crosswaredemo.com*++](mailto:admin@crosswaredemo.com)) If you have not yet supplied this information, please complete the [++Google Workspace Free Trial Form++](https://crossware365.com/) *or* email [++**support@crossware365.com**++](mailto:support@crossware365.com) with the details above. Wait for confirmation from our support team before continuing. *** ** * ** *** ## Configure Domain-wide Delegation 1. Sign in at [++**admin.google.com**++](http://admin.google.com/). 2. Go to **Security → Access and Data Control →** [++**API Controls**++](https://admin.google.com/ac/owl). 3. Select [++**Manage Domain-wide Delegation**++](https://admin.google.com/ac/owl/domainwidedelegation)**→ Add New**. ![image-20250921-214502.png](https://support.crossware365.com/__attachments/a_0c4bb9f0d1da6c76d0a4169e5e4ee2591bc030610448e2caabb612b9c2a57f61/image-20250921-214502.png?cb=010d20bf9a46310c7cf159606a181c88) 4. Enter Crossware's client ID: `114734196798062831722` 5. Add the following API scopes: * [++https://www.googleapis.com/auth/admin.directory.group.readonly++](https://www.googleapis.com/auth/admin.directory.group.readonly) * [++https://www.googleapis.com/auth/admin.directory.domain.readonly++](https://www.googleapis.com/auth/admin.directory.domain.readonly) * [++https://www.googleapis.com/auth/admin.directory.user.readonly++](https://www.googleapis.com/auth/admin.directory.user.readonly) * [++https://www.googleapis.com/auth/admin.directory.customer.readonly++](https://www.googleapis.com/auth/admin.directory.customer.readonly) 6. Click **Authorise**. ![image-20250921-214524.png](https://support.crossware365.com/__attachments/a_7209755c3b11faae6c34873d1f9da98cdcbdef779545defbd8496ecebeffb3c2/image-20250921-214524.png?cb=06f7658d80046f52b8ace3399318e07e) *** ** * ** *** ## Allow Third-party App Access 1. In **API Controls** , go to [++**Manage App Access**++](https://admin.google.com/ac/owl/list?tab=configuredApps). ![image-20250921-214755.png](https://support.crossware365.com/__attachments/a_858f3b16e2ffff5027984f916c8576d1f43a8be5775d18792c23bb61e316e671/image-20250921-214755.png?cb=00b7a51edf1c22b89a91a05ce928c371) 2. Click **Configure New App**. 3. Enter this client ID: `928646364906-vjarqcqr254p29bs28n24e5fjabivvev.apps.googleusercontent.com` 4. Search for **Crossware Mail Signature** and select it. ![image-20250921-214952.png](https://support.crossware365.com/__attachments/a_3b15a921100d268d7436d4e5ba7e8c3608f595e0aedde57706a2aafb86836acb/image-20250921-214952.png?cb=0befe38d5084b028a0a59d7d7a619ed5) 5. Select All users and click Continue. ![image-20260129-220255.png](https://support.crossware365.com/__attachments/a_f8a327cd004b774597917adabf6f84e49db7ed1eb18ed9ff57195191819f14f3/image-20260129-220255.png?cb=43d11f2286e5fadc85e6373fd3242c2f) 6. Set the app access to **Limited** and click**Continue**. ![image-20250921-215246.png](https://support.crossware365.com/__attachments/a_bb74700fb4b94b14d49b2aef528554ec67794cc82168bf6260155eee4aff3e9b/image-20250921-215246.png?cb=5b6d52fad3a640abe34de0008c9ca2af) 6. Click **Finish**. ![image-20260129-220423.png](https://support.crossware365.com/__attachments/a_d84666133cc755797f6a44cda8e9b652acda3dc78bbb7fb55475a35116ada4ba/image-20260129-220423.png?cb=3e39b9bd8ba266808293d3b7330732f2) *** ** * ** *** ## Create User and Admin Groups 1. From the **Directory** menu, choose [++**Groups**++](https://admin.google.com/ac/groups). 2. Create a group named **CrosswareMailSignatureUsers**. 1. Assign an email address. 2. Add a description. 3. Set an owner (preferably a Super Admin). ![image-20250921-215808.png](https://support.crossware365.com/__attachments/a_359eb1eae5a31e12a272b46678966168a452e12363c839ae967b2ccb2b6e4339/image-20250921-215808.png?cb=e5bb2a361458961e0e8aca68883c3389) ![image-20250921-220305.png](https://support.crossware365.com/__attachments/a_4d4c36a1f5854df0f13f923a3f6ff7ec9c992d7bd28579596dd5efaedff65ccf/image-20250921-220305.png?cb=8fc952a6a1b43c04b7fcbb9b8fedde03) 3. Click **CREATE GROUP**. 4. Create another group named **CrosswareMailSignatureAdmins**. 1. Assign an email address. 2. Add a description. 3. Set an owner (preferably a Super Admin). 4. Tick **Security**as Group label. ![image-20250921-220901.png](https://support.crossware365.com/__attachments/a_212262a5a70819b8c01a34b36199fc8d293dba9d8825a52fe114dbbbb13a9630/image-20250921-220901.png?cb=5f958e8f3a7675d427aaed1485e1014d) 4. Select **Only invited users.** ![image-20250921-221017.png](https://support.crossware365.com/__attachments/a_8219dc5f9c6adc897d1dd1846b4c17ed8fc15e9fc172381571f72f8f8386dc33/image-20250921-221017.png?cb=e629257923778ee55c68ee6547d9b069) 5. Click **CREATE GROUP**. *** ** * ** *** ## Configure Routing Host 1. Go to **Apps → Google Workspace → Gmail →** [++**Hosts**++](https://admin.google.com/ac/apps/gmail/hosts). 2. Click **Add Route**. 3. Enter the following: 1. Host name: **CrosswareOutboundHost** 2. On the **host name** text field **→**Enter the smart host relevant to your region: **Australia:** [++gwstrafficsmtp-aus-k1.crossware.co.nz++](http://gwstrafficsmtp-aus-k1.crossware.co.nz/) **Canada:** [++gwstrafficsmtp-can-k1.crossware.co.nz++](http://gwstrafficsmtp-can-k1.crossware.co.nz/) **United States:** [++gwstrafficsmtp-us-k1.crossware.co.nz++](http://gwstrafficsmtp-us-k1.crossware.co.nz/) **France:** [++gwstrafficsmtp-france.crossware.co.nz++](http://gwstrafficsmtp-france.crossware.co.nz/) **Europe:** [++gwstrafficsmtp-eu-k2.crossware.co.nz++](http://gwstrafficsmtp-eu-k2.crossware.co.nz/) **United Arab Emirates:** [++gwstrafficsmtp-uae-k1.crossware.co.nz++](http://gwstrafficsmtp-uae-k1.crossware.co.nz/) **Qatar:** [++gwstrafficsmtp-qat-k1.crossware.co.nz++](http://gwstrafficsmtp-qat-k1.crossware.co.nz/) **India:** [++gwstrafficsmtp-ind-k1.crossware.co.nz++](http://gwstrafficsmtp-ind-k1.crossware.co.nz/) 3. Port: **25** 4. Tick **Perform MX lookup on host** ![image-20250921-222040.png](https://support.crossware365.com/__attachments/a_6b17a738083a0309befce238bedf8283c6bfbcc4d6e2f575e7898ee7fdadfd91/image-20250921-222040.png?cb=1522101da779e48c7eae7c354e8c95c5) 4. Save your changes. *** ** * ** *** ## Configure Inbound Connector (SMTP Relay) 1. Navigate to **Apps → Google Workspace → Gmail →** [++**Routing**++](https://admin.google.com/ac/apps/gmail/routing). 2. In **SMTP Relay Service** , click **Configure**. 3. Name the connector **CrosswareInboundConnector**. 4. Select **Only accept mail from the specified IP addresses** 5. Add the IP addresses provided for your region. **You will need to add both IPs for your region**. | **Region** | **IP Address** | |------------------------|-----------------| | **AUS-K1-EAST** | 20.193.4.65 | | **AUS-K1-SOUTHEAST** | 20.40.171.166 | | **CAN-K1-CENTRAL** | 20.116.146.80 | | **CAN-K1-EAST** | 52.229.72.77 | | **US-K1-EAST** | 52.190.40.209 | | **US-K1-WEST** | 20.184.240.123 | | **FRANCEProd-CENTRAL** | 51.138.217.108 | | **FRANCEProd-SOUT** | 52.136.153.121 | | **EU-K2-NORTH** | 20.105.73.92 | | **EU-K2-WEST** | 20.126.196.163 | | **UAE-K1-NORTH1** | 40.123.229.48 | | **UAE-K1-NORTH2** | 20.203.119.149 | | **QAT-K1-CENTRAL1** | 20.21.234.240 | | **QAT-K1-CENTRAL2** | 20.21.224.39 | | **IND-K1-CENTRAL** | 135.235.229.184 | 6. Select **Require TLS encryption**. 7. Save your changes. ![image-20250922-002114.png](https://support.crossware365.com/__attachments/a_7bba709d706994ee38373035a07fb9addf1c36e65ced9be0a67fb7d6b47e88b5/image-20250922-002114.png?cb=02a0f61a7847fb63551d6946bd197bba) *** ** * ** *** ## Create Outbound Transport Rule 1. Navigate to **Apps → Google Workspace → Gmail →** [++**Compliance**++](https://admin.google.com/ac/apps/gmail/compliance)**→** **Content Compliance** , click **Configure**. 2. Create a new rule named **CrosswareTransportRule**. 3. Define the Rule Scope and Criteria: 1. **Email messages to affect** : select **Outbound** and **Internal - Sending.** 2. Select **If ALL of the following match the message**. 3. **Expressions** : *Advanced content match → Full headers → Not contains text* : `x-cwesigprocessed: Y` 4. **Expressions** : *Sender header → Not contains text* : `drive-shares-dm-noreply@google.com` ![image-20250922-003905.png](https://support.crossware365.com/__attachments/a_5090850b8cab042091ee20cc1934d0f99faa0391f34d7bc3d2ee81c33a16555b/image-20250922-003905.png?cb=1d8ed83d156e32543fffc11245f6c3c9) 4. Under **Route** , choose **Change the route → CrosswareOutboundHost**. ![image-20250922-004100.png](https://support.crossware365.com/__attachments/a_77bc6ce9c3c2cd1676df148268cb64a2588406d28176c879f2a15b6e702b970f/image-20250922-004100.png?cb=71f803d345ae4b99f0d4df65f1c04d9a) 5. Enable **Require secure transport (TLS)**. 6. In the **Account types to affect section** , select both **Users** and **Groups.** 7. In **Envelope filter** , select **Only affect specific envelope senders**. 8. Choose **Group membership (only sent mail)** , then select **CrosswareMailSignatureUsers**. 9. Save your changes. ![image-20250922-004857.png](https://support.crossware365.com/__attachments/a_ddbfb653bb608e6af62ca000717cb366930fe16443ef42f15841355564db10fe/image-20250922-004857.png?cb=1e17d35b06e6552b8e39a4f8d11c1699) *** ** * ** *** ## Completion Once the above steps are completed, log in to the [++Crossware Email Signature Portal++](https://portal.crossware365.com/) to design and manage your signatures. Last updated: April 01, 2026 --- language: "en" --- # SPF Record An SPF (Sender Policy Framework) record is a DNS TXT record that helps prevent email spoofing. It lists which servers are allowed to send email on behalf of your domain. Add Crossware's sending servers to your SPF record. That ensures signed emails routed through Crossware aren't flagged as spam. *** ** * ** *** ## **Prerequisites** * Access to your DNS management console (e.g., GoDaddy, Cloudflare, Namecheap) *** ** * ** *** ## Check for an Existing SPF Record 1. Use a tool like [++MXToolbox SPF Lookup++](https://mxtoolbox.com/spf.aspx) or [++Kitterman SPF Record Testing Tool++](https://www.kitterman.com/spf/validate.html). 2. Note if there is an existing SPF record (only **one** SPF record should exist). ## Create or Update the SPF Record 1. Log in to your DNS provider. 2. Create or edit a TXT record for your domain's root (often `@`). 3. Add the SPF entries based on your region. Here's how to include Crossware properly: `v=spf1 include:spf.protection.outlook.com include:aus-k1.o365.crossware.co.nz -all` *** ** * ** *** ## SPF Records | **Region** | **SPF Record** | |------------|------------------------------------------| | Australia | include:aus-k1.o365.crossware.co.nz -all | | Canada | include:can-k1.o365.crossware.co.nz -all | | Europe | include:eu-k2.o365.crossware.co.nz -all | | France | include:france.o365.crossware.co.nz -all | | India | include:india.o365.crossware.co.nz -all | | USA | include:us-k1.o365.crossware.co.nz -all | | UAE | include:uae-k1.o365.crossware.co.nz -all | | Qatar | include:qat-k1.o365.crossware.co.nz -all | Last updated: September 24, 2025 --- language: "en" --- # Release Notes 13 May 2026 **Crossware Portal** * Fixed an issue where the window would remain open after saving a newly created Rule in Block Settings. * Updated the save behaviour on the Rules and Modifiers pages to align with the Fields page behaviour. Users will now remain on the current panel after saving instead of being redirected or having the panel close. **Crossware Engine (0.2.2034)** * We have released a fix for an issue where some emails sent through Apple Mail receive duplicate banners. 28 April 2026 **Crossware Portal** * Updated the user interface on the Rules and Modifiers pages to provide a more consistent and streamlined experience across the product. 1 April 2026 **Crossware Engine (0.2.1877)** We have released an update to improve the consistency of email signature application in Google Workspace. This enhancement addresses an issue where, in some edge cases, signatures may not have been applied. Signatures are now applied more reliably across all users, including those using aliases. This update has been deployed across all regions. 23 March 2026 **Crossware Portal (Version - 1.6.0.0)** * We are excited to introduce a refreshed user interface for the Crossware Portal, focused on improving usability, performance, and overall experience. This update brings a cleaner, more modern look and feel across the platform, making it easier to navigate and manage your email signature environment. **What's improved:** * **Faster performance** across key areas of the Portal for a smoother experience * **Streamlined navigation** to help you find what you need more quickly * **Enhanced visual design** with improved layout, spacing, and readability * **Better responsiveness** across different screen sizes and devices * **General quality-of-life improvements** throughout the interface 6 March 2026 **Crossware Engine (0.2.1796)** * Google Directory user cache synchronization now runs **hourly instead of daily**, allowing updates to user details to appear in signatures faster. Last updated: May 14, 2026 --- language: "en" --- # Signature Design The **Signature Design** section contains guidance on creating and managing professional email signatures for your organisation. Here you will find articles that cover: * Designing signatures that display correctly across different email clients. * Adding images, logos, and social media icons. * Using dynamic fields to automatically populate staff details. * Ensuring signatures meet brand and compliance standards. * Best practices for layout, styling, and optimising image sizes. These articles are designed to help you build consistent, brand-aligned signatures that work seamlessly across different email clients and devices. * [Creating a New Email Signature](https://support.crossware365.com/google-workspace/signature-design/creating-a-new-email-signature.md) * [Signature Blocks](https://support.crossware365.com/google-workspace/signature-design/signature-blocks.md) * [Uploading Images in the Image Library](https://support.crossware365.com/google-workspace/signature-design/managing-images-in-the-image-library.md) * [Fields](https://support.crossware365.com/google-workspace/signature-design/fields.md) * [Rules](https://support.crossware365.com/google-workspace/signature-design/rules.md) * [Metadata](https://support.crossware365.com/google-workspace/signature-design/metadata.md) * [Email Modifiers](https://support.crossware365.com/google-workspace/signature-design/email-modifiers.md) * [Send Test Email](https://support.crossware365.com/google-workspace/signature-design/send-test-email.md) * [Signature Preview](https://support.crossware365.com/google-workspace/signature-design/signature-preview.md) * [Apply Your Own HTML to a Signature](https://support.crossware365.com/google-workspace/signature-design/apply-your-own-html-to-a-signature.md) * [Configuring Custom Attributes for Crossware in Google Admin Console](https://support.crossware365.com/google-workspace/signature-design/configuring-custom-attributes-for-crossware-in-goo.md) Last updated: January 26, 2026 --- language: "en" --- # Apply Your Own HTML to a Signature Crossware allows you to import your own HTML code when creating or editing email signatures. This gives you complete control over the design, layout, and personalisation of your signature. You can include images, logos, hyperlinks, and dynamic user fields from your directory. *** ** * ** *** ## Steps to Import HTML into a Signature 1. Sign in to the [**Crossware Portal**](https://portal.crossware365.com)**.** 2. Choose an existing signature and click **Edit**or Create a new blank signature configuration. 3. Within the signature editor, click the **HTML Code** button `()`. ![image-20260305-191436.png](https://support.crossware365.com/__attachments/a_622b35820413d049f3f24ffadd4a9d05f6fff1cf718bb43301509fd2f7b6de5c/image-20260305-191436.png?cb=50f14651281485870120e01a8a1aa04c) 4. In the HTML editor, paste your custom HTML code. * To personalise the signature with directory fields, replace static user details in the HTML code with placeholders, such as `(!FirstName!)`. ![image-20260305-191524.png](https://support.crossware365.com/__attachments/a_05902b386949d229f2c01dfaccdc7fff7970dcfe5900890f80ee4b255e08b5ba/image-20260305-191524.png?cb=798be3cd5a51171c4326733b1cf57c6e) *** ** * ** *** ### Related Articles * [HTML Tips and Tricks for Email Signatures](https://support.crossware365.com/microsoft-365/features/importing-custom-html-into-your-signature/html-tips-and-tricks-for-email-signatures.md) * [Phone Styles](https://support.crossware365.com/microsoft-365/features/importing-custom-html-into-your-signature/phone-styles.md) Last updated: September 22, 2025 --- language: "en" --- # Configuring Custom Attributes for Crossware in Google Admin Console This article provides step-by-step instructions for creating a custom attribute in Google Admin Console and configuring it for use in Crossware. *** ** * ** *** ## **Create a Custom Attribute in Google Admin Console** 1. Sign in to the [Google Admin Console](https://admin.google.com/ac/home?hl=en). 2. In the left navigation pane, select **Directory**. 3. Select **Users**. 4. From the **More options** menu, select **Manage custom attributes**. ![image-20250922-023032.png](https://support.crossware365.com/__attachments/a_b2e438998ab11665baea74fea12a0fe1a07ed138f10b26dc1bd8ff47e562eb0b/image-20250922-023032.png?cb=6f069b7a0510b96fcae69da06fa991f8) 5. Select **Add custom attribute**. 6. In the **Category** field, enter a category for the attribute. 7. In the **Description** field, enter a description for the attribute. 8. In the **Field name** box, enter a name relevant to your requirement. 9. Under **Info type** , select **Text**. 10. Under **Visibility** , select **Visible to organization**. 11. Under **No. of values** , select **Single value**. 12. Select **Add** to create the attribute. ![image-20250922-023057.png](https://support.crossware365.com/__attachments/a_e5458b13d15f2ca49bfd33d5c76dd28b25625851036292063774ff919c0b451d/image-20250922-023057.png?cb=012283ca4ce67ae223c77ebda2515b56) *** ** * ** *** ## **Assign the Custom Attribute to a User** 1. In the Admin Console, go to **Users**. 2. Select the relevant user. 3. Expand the **User information** section. 4. Enter the required values in the custom attribute field. 5. Select **Save**. ![image-20250922-023149.png](https://support.crossware365.com/__attachments/a_d316c03eb736ed6ed66a566a53343d01c04cffcd87b20f9ec40b5a62892215ef/image-20250922-023149.png?cb=d19ad84c234129732310a6ebde635490) *** ** * ** *** ## **Configure the Attribute in Crossware Portal** 1. Open a new browser tab and sign in to the [Crossware Portal](https://portal.crossware365.com/login) using your Google account. 2. Go to **Fields.** 3. Click **Create directory field**. 4. Enter a **Title** for the field. 5. In the **User Attribute** field, type the following format: customSchemas:**\[Category\]** :**\[FieldName\]** * **Note** : Replace **\[Category\]** with the custom attribute category you created in Google Admin, and **\[FieldName\]** with the specific field name. For example, the category is Pronouns and the field name is Pronouns, you would enter: ***customSchemas:Pronouns:Pronouns*** 6. Select **Save**. ![image-20260311-185927.png](https://support.crossware365.com/__attachments/a_b6dd13e898a1a54255d0d09184791e58e925f132bcad007f7f221300fd3bc483/image-20260311-185927.png?cb=eb58b2eb4cee9761328dfd2c1552dd42) After completing this configuration, perform a **test send** to verify that the attribute value is being pulled through correctly. ![image-20250922-023323.png](https://support.crossware365.com/__attachments/a_c3ac9bad20992e576490189f97bc09867e3cbf81b7c27aedd08c8dd83daa9dce/image-20250922-023323.png?cb=bcc01de3ff532eb19016e789f1f0279d) The custom attribute is now available for use in Crossware and can be dynamically added to signature blocks. Last updated: March 15, 2026 --- language: "en" --- # Creating a New Email Signature Crossware's signature portal allows users to create, customise, and manage email signatures for an organisation. This guide walks you through setting up an email signature using Crossware Email Signature. On the [Crossware Portal](https://portal.crossware365.com/), click **Create Signature**to start designing a new signature. ![image-20260810-031325.png](https://support.crossware365.com/__attachments/a_bbac4f9e6204bd6f5987953e7c5e318404c59899ef4b94a77a6802baa4ccd844/image-20260810-031325.png?cb=240807ec046c0d8ec40c94acd25eb2e1) (Optional) Choose a **pre-made template** from the carousel instead. ## Action Buttons * **Save** -- Save your signature configuration. * **Cancel** -- Exit the current configuration without saving. * **Preview Signature** -- View how your signature will appear when sent. ### Name and Description * **Name:** A required field used to identify your signature design. Choose a descriptive name to help distinguish it from others. * **Description:** An optional text field to add notes or a brief explanation of the signature's purpose. ![Creating a New Email Signature_2.png](https://support.crossware365.com/__attachments/a_d8904775833b34ae72c2dc66a157c5203d27c31feaa71050a7c32789991f9e11/Creating%20a%20New%20Email%20Signature_2.png?cb=1c38b5b5cd53b745392fdaacaca9c386) ### Who Is This Signature For? From the **Group** drop-down, select one of the following: * **Unassigned** -- The signature is not assigned to any group or user. * **User or Group** -- The signature is assigned to a specific user or group. Click **Select a user or group** to choose from available user or groups. * **Rule** -- The signature is assigned based on a rule. A rule uses a *C# script.* If it returns **true** , the signature is applied, if it returns **false** , the signature is not applied. Click **Select a rule** to choose from rules created under the **Rules** tab in the left-hand menu. *** ** * ** *** ### Add Signature Blocks [Signature Blocks](https://support.crossware365.com/microsoft-365/features/signature-blocks.md) allow you to design reusable sections of your signature. In the right-hand panel, select from the following tabs: * **Above** -- Inserts blocks at the top of the email, above the message body. * **Below** -- Inserts blocks at the bottom of the current email, above any replies. To insert a block: * Click the **arrow** next to the block name (hover over the name to reveal it), or * **Drag and drop** the block into your design. Alternatively, click **+ New Block** to create a new block inline. ![msedge_V4vYTjwMyW.gif](https://support.crossware365.com/__attachments/a_4b1c6b643590aabc8cfb4099ca32e8145607edbaa2d83ba03deaa00feed2fa28/msedge_V4vYTjwMyW.gif?cb=37f1d2271a32999b101c4d27f66b698c) For more details, see [Signature Blocks](https://support.crossware365.com/microsoft-365/features/signature-blocks.md). *** ** * ** *** ### Edit HTML Code To manually edit the HTML of your signature, click the **Show HTML** button. This will display the HTML editor below your design, allowing you to make direct changes to the code. ![msedge_je3UvVY2bi.gif](https://support.crossware365.com/__attachments/a_6df367e5991bf9bde2a468a9c097c89a018fad4c9258ab2d1613f13e8a44174a/msedge_je3UvVY2bi.gif?cb=533623a5b0fdc73b0844c34d05406a99) *** ** * ** *** ### Add Fields You can **drag and drop** fields into your signature. These can pull information from: * **Azure Active Directory** * **Custom C# scripts** Field types include: * **Directory** -- Retrieves user information from the directory. * **Formula** -- Inserts data calculated using a C# script. * **Image** -- Displays an image from your image library. You can also insert fields inline as needed. ![msedge_ZnigtGkH3H.gif](https://support.crossware365.com/__attachments/a_a64eeaabfa17b7ee933b14fc372e2f78241fc0dcf401ce8a937e2a987939f8ef/msedge_ZnigtGkH3H.gif?cb=3399c061982bf510a7dadecbfa36d6a8) For more details, see [Fields](https://support.crossware365.com/microsoft-365/features/fields.md). *** ** * ** *** ### Add Images Add images to your signature by dragging and dropping them from your **Image Library**. ![msedge_uz0385pF8D.gif](https://support.crossware365.com/__attachments/a_fc71a62209eb37cbbf3e27823da87fb4a3ce2bb8455e7bdeb69d040857e4ffa5/msedge_uz0385pF8D.gif?cb=2af27b071449de8b151663c995a91b76) To upload new [Images](https://support.crossware365.com/microsoft-365/features/managing-images-in-the-image-library.md): 1. Click **Manage Images**. 2. Select **Upload Image** and choose an image from your computer. Recommendation: Keep image file sizes below 10 KB for best performance. Last updated: March 11, 2026 --- language: "en" --- # Email Modifiers The Email Modifiers feature in Crossware allows administrators to search for and replace (or remove) specific text in emails. This is particularly useful for standardising email content, cleaning up unwanted phrases, or applying consistent formatting across all outgoing messages. Example: Remove the text **Sent from my iPhone** from all emails sent by mobile users. *** ** * ** *** ## Creating a new Modifier 1. Sign in to the [Crossware Portal](https://portal.crossware365.com/cms/designer/modifiers) and navigate to the [**Modifiers**](https://portal.crossware365.com/cms/designer/modifiers)section. 2. Click on **Create Modifier**. ![image-20260716-220845.png](https://support.crossware365.com/__attachments/a_baac193ba9a9281d9443a0c2d09e824c645f764ce13f25d4b61a9a5315dbb0e6/image-20260716-220845.png?cb=0858dea4883bc2450a758ee983bf82e1) 3. Enter **Name** and **Description** to identify its purpose. ![image-20260716-221032.png](https://support.crossware365.com/__attachments/a_b8c03fdf637fc5e8784f3872872e58153d5ac7ba4eeb1eb5597b57040874a02c/image-20260716-221032.png?cb=d1db53bf486a3137df8bb6b13f229d42) 4. Click **Add String** , enter the text to search for in the **Find** field (e.g., *Sent from my iPhone* ), and leave the **Replace** field empty to remove the text or enter replacement text if needed. 5. Click **Save**. ![image-20260716-221225.png](https://support.crossware365.com/__attachments/a_ae65a38947aa4486775adc0b2a2bfcbc95a428314da581886dff7a58e5c17636/image-20260716-221225.png?cb=dcb6bb2482aabbd1fcead451495e4d37) *** ** * ** *** ## Applying the Modifier to a Signature 1. Open an existing signature or create a new one. 2. Click Settings. ![image-20260305-012749.png](https://support.crossware365.com/__attachments/a_32daaa4bc0b05c59f27b58a6167dcd39b350cf99f8f32b20b0daa03a9bb149de/image-20260305-012749.png?cb=5fd2587a59d7a40d5128cf08e2e98b00) 3. Under the **Modifiers** section, select the modifier you created from the list and click **Save**. ![image-20260305-025920.png](https://support.crossware365.com/__attachments/a_ed2fe96195d3f8ca88dbc5c1462945ff533954a000b19ee5cdc426d8447cbd14/image-20260305-025920.png?cb=0ff1c90154cef92f25bde6979b8be37a) 4. Click **Save \& Close** to apply the changes to the signature . Last updated: September 22, 2025 --- language: "en" --- # Fields Crossware offers a variety of field types that allow you to dynamically personalise and enhance your email signatures. These fields are grouped into four main categories: ## [**Directory Fields**](https://support.crossware365.com/microsoft-365/features/fields/directory-fields.md) These fields pull data directly from your organisation's directory, such as Microsoft 365 or Active Directory. Common examples include user display name, job title, phone number, or department. Directory fields ensure your signatures stay up to date as user information changes. ### [**Formula Fields**](https://support.crossware365.com/microsoft-365/features/fields/formula-fields.md) Formula fields allow you to manipulate and customise directory data using C# scripting. These are ideal for applying logic. For example, displaying a mobile number only if one exists, or formatting full names based on specific rules. Formula fields provide powerful flexibility for creating tailored signature content. ### [**Image Fields**](https://support.crossware365.com/microsoft-365/features/fields/image-fields.md) Image fields are used to insert images into your signature layout, but can also be referenced in formula fields allowing even more customisability. These can include company logos, banners, certification badges, or social media icons. You can upload custom images to ensure consistent branding across all outgoing emails. ### [**QR Code**](https://support.crossware365.com/microsoft-365/features/fields/qr-codes.md) QR code fields generate scannable codes within the signature. These can link to a variety of destinations such as a company website, contact card (vCard), promotional landing page, or social media profile. QR codes offer a modern and convenient way to connect recipients with your digital content. Last updated: September 22, 2025 --- language: "en" --- # Directory Fields Directory fields pull data directly from your organisation's directory services, such as Microsoft 365 or Active Directory. Common examples include user display name, job title, phone number, or department. Using directory fields ensures your email signatures stay accurate and up to date as user information changes. *** ** * ** *** ## Creating and Configuring Directory Fields 1. Log in to the [Crossware Portal](https://portal.crossware365.com/). 2. Go to **Fields** and click **Create Directory Field.** ![Directory Fields.png](https://support.crossware365.com/__attachments/a_3f2a0b6c7a4c4656908bfbc4243bc5831dd2436a24243a9b660f6bb2d8659a14/Directory%20Fields.png?cb=1030cf631e08a58cf0074a9be96b1284) 3. Fill in the field details. ### Field Settings **User Attribute** Enter the name of the directory attribute that corresponds to the user information you want to display (e.g., `displayName`, `jobTitle`, `telephoneNumber`). **User Lookup Key Type** Determine how the system identifies which record to use: * **Use a field:** Select an existing field from the drop-down list. * **Custom:** Enter a custom value manually. This disables the drop-down and allows you to specify a static key. **Text List Separator** Controls how multi-value text lists are displayed in the email signature. By default, each value appears on a separate line. ![image-20260811-220238.png](https://support.crossware365.com/__attachments/a_84a67d837ed9964638224a0febb96bf901be7ae632bf0856793b00a2abd77083/image-20260811-220238.png?cb=039775c1fa709863254fcbd2f7fb1e99) 4. Click **Save**. **You can now add the Directory field to your signature or signature block.** The user's details will be filled in automatically when emails are sent. *** ** * ** *** ## Use of Directory Fields * [Configure and Use Custom Extension Attributes](https://support.crossware365.com/microsoft-365/features/fields/directory-fields/configure-and-use-custom-extension-attributes.md) * [Configure and Use On-Premises Active Directory Attributes](https://support.crossware365.com/microsoft-365/features/fields/directory-fields/configure-and-use-on-premises-active-directory-attributes.md) Last updated: September 22, 2025 --- language: "en" --- # Formula Fields Formula Fields in Crossware allow you to enhance Active Directory (AD) lookups by writing **C# scripts** to manipulate and return data dynamically. This helps create cleaner, more flexible email signatures avoiding blank fields when user information is missing in the directory. [How to use formulas in signatures.mp4](https://support.crossware365.com/__attachments/a_0675dc36100a0d5f01e58cba4bced9953f820575b7aac0313bceccafc9cd75e1/How%2520to%2520use%2520formulas%2520in%2520signatures.mp4.md) *** ** * ** *** ## What Formula Fields Can Do Formula fields provide flexibility beyond standard AD lookups. For example, you can use them to: * **Add conditions** -- e.g. only show a label if the user's AD field contains data. * **Format values** -- adjust how phone numbers, job titles, or names appear in the signature. * **Combine fields** -- merge values from multiple AD properties into a single output (e.g. First Name + Last Name). * **Insert default text** -- display a fallback value when an AD field is empty. * **Apply logic** -- create dynamic content. For example, you could display different images based on the user's department. This makes formula fields especially useful for keeping signatures professional and consistent without requiring every AD field to be perfectly maintained. *** ** * ** *** ## Creating a Formula Field 1. Sign in to the [Crossware Portal](https://portal.crossware365.com/cms/designer/signatures) and go to [**Fields**](https://portal.crossware365.com/cms/designer/lookups). 2. Click the **Formula** tab and Select **Create formula field**. ![image-20260303-202333.png](https://support.crossware365.com/__attachments/a_d1a2312a1fdc9c0d53a1e6892dfc84ffbb90309d0653f2b8672718b84a5fc2b6/image-20260303-202333.png?cb=3dbaab71522da15ae80bf8b3ef6972a6) *** ** * ** *** ## Field Configuration ### Field Name Assign a **unique name** to the field. This name will appear in the list of available fields when building signatures or signature blocks. ### Formula (C#) Write your logic in the Formula box. The script will: * Execute at runtime. * Parse directory values the same way as fields in the signature body. * Return a string that's inserted into your signature. ![image-20260811-220857.png](https://support.crossware365.com/__attachments/a_9f1804c51ca400c2d72ae99de2e7fd641806cc05fa7cf854be9303732f18e69c/image-20260811-220857.png?cb=d7e29e735341f940db3e17613e093bc3) *** ** * ** *** ## Example: Mobile and Description Field **Scenario:** You want to display a user's mobile number in the email signature. If the mobile number is missing in the directory, you don't want to leave an empty space. **Solution:** Create a formula field named `MobileAndDescription` that: * Checks if the `(!mobile!)` field exists. * If it does, outputs **Mobile: \[number\]**. * If it doesn't, outputs nothing (removing blank space). ![image-20260303-202656.png](https://support.crossware365.com/__attachments/a_fd047c946f90442591504a81c49e58347aa297f72771a14a5b70166f33417536/image-20260303-202656.png?cb=2c081039b588143d8cfb8080af09af1b) This approach ensures signatures remain clean and consistent, even with incomplete directory data. *** ** * ** *** ## Use of Formula field * [Configure Sender Field for Shared Mailboxes](https://support.crossware365.com/microsoft-365/features/fields/formula-fields/how-to-configure-sender-field-for-shared-mailboxes.md) * [Displaying Different Working Hours](https://support.crossware365.com/microsoft-365/features/fields/formula-fields/displaying-different-working-hours.md) * [Combining Phone, Fax and Mobile Numbers in One Field](https://support.crossware365.com/microsoft-365/features/fields/formula-fields/combining-phone-fax-and-mobile-numbers-in-one-fiel.md) * [Conditionally Display Images from the Image Library](https://support.crossware365.com/microsoft-365/features/fields/formula-fields/conditionally-display-images-from-the-image-librar.md) * [Control Visibility and Labels for Phone \& Mobile Fields](https://support.crossware365.com/microsoft-365/features/fields/formula-fields/control-visibility-and-labels-for-phone-mobile-fields.md) Last updated: September 22, 2025 --- language: "en" --- # Image Fields Image Fields allow you to insert **custom images** such as company logos, advertising banners, or social media icons directly into the body of an email signature. * Images are embedded **inline** (not as attachments) for a professional appearance. * All images are stored in the **Image Library**, making them reusable across multiple signature configurations. *** ** * ** *** ## Creating an Image Field ### Create an Image Folder 1. Sign in to the [Crossware Portal](https://portal.crossware365.com/) and navigate to [**Images**](https://portal.crossware365.com/cms/designer/image) and click **New Folder**. 2. Enter a folder name and description. *** ** * ** *** ### Upload Images 1. Select the folder you created. 2. Click **Add Image** to upload images from your local device. 3. Ensure file names are descriptive and consistent (e.g., `companylogo.png`). ![image-20260311-192706.png](https://support.crossware365.com/__attachments/a_eb417ddc7fc861e1ebc6435c30942f48a6ed3b933e65b6a620d48b0ee9e2e6eb/image-20260311-192706.png?cb=9802769540cd0ca437e7bdc499aeaf30) If the image exceeds 10 KB, review optimisation recommendations shown above the upload option. *** ** * ** *** ### Create the Image Field 1. Go to**Fields** section in [Crossware Portal](https://portal.crossware365.com/cms/designer/signatures). 2. Click the **Image** tab and Select **Create image field**. 3. Fill in the field details. ### Field Settings: **Field Name** - A unique identifier for your image field. This is what you'll insert into your signature configuration. **Where is the image stored?** - Choose between: * Mail Signature Library - Image Images from the Image Library (e.g., company-wide logos). * Active Directory - Images pulled from a directory field (e.g., user profile photos in AD/WAAD). **HTML Attributes** - Optional formatting to control size, style, or alignment of the image. The Image fields for these social media icons have already been set up for you. Simply select them from the available fields when designing your signature or signature blocks. 4. Click **Save**. ![image-20260303-221945.png](https://support.crossware365.com/__attachments/a_bfee4618c856bc3731e9f01fa12d255c980d2336c2dac1cf6e48601fb418436c/image-20260303-221945.png?cb=f58f86bd284ec33c64189b5ca2dd91f9) **You can now add the Image field to your signature or signature block.** *** ** * ** *** ## Use Case ### Shared Company Images * Common assets (logos, banners, icons) can be reused across multiple signatures. * Updating the image in the library updates it everywhere it's used. ### Employee Images * Dynamic image fields can pull employee photos directly from Active Directory at runtime, ensuring personalized signatures. *** ** * ** *** ## Related Articles * [Adding your Microsoft 365 Profile Picture into the Signature](https://support.crossware365.com/microsoft-365/features/fields/image-fields/how-to-insert-your-microsoft-365-profile-picture-i.md) Last updated: September 22, 2025 --- language: "en" --- # QR Codes QR codes (Quick Response codes) are scannable codes that mobile devices and other QR code readers can scan to link to information pages. Adding QR codes to your email signature allows recipients to scan the code and access extra information, such as websites, vCards, event details, or promotional content. *** ** * ** *** ## Generate a QR Code 1. Log in to the [**Crossware Portal**](https://portal.crossware365.com/cms/designer/signatures). 2. In the left-hand menu, select [**Fields**](https://portal.crossware365.com/cms/designer/lookups) and then click on the **QR Code** tab. 3. Click **Create QR Code**. 4. Enter the required details for your QR code. 5. Click **Save**. ![image-20260303-224103.png](https://support.crossware365.com/__attachments/a_fa723102a2dd7e96802e3b3a4c270225b35d683c47e61d6997318d64a7e071f9/image-20260303-224103.png?cb=6cdc7d8877c6f02c22bf96489c2fe84f) *** ** * ** *** ## Add QR Code to Signature 1. Open the signature you want to edit. 2. Go to **QR Codes** in the right panel. 3. Drag and drop the QR code into the layout. 4. Click **Save \& Close**. ![image-20260303-225221.png](https://support.crossware365.com/__attachments/a_193302287be509b19182e29f92f1eec6ed89b7f4bfa1083976d55337770a991e/image-20260303-225221.png?cb=feb734a8f31d5acbff3a48232ab88851) **Output:** ![image-20260303-225423.png](https://support.crossware365.com/__attachments/a_991c32a65a4b749607828b3ac1db1e11c612cb4ceae74ae5cc120ca18d87c8b1/image-20260303-225423.png?cb=46df9698a6dbe08ad16d9e46254213a6) Your QR code will now appear in outgoing emails according to your signature design Last updated: September 22, 2025 --- language: "en" --- # Uploading Images in the Image Library The **Image Library** allows you to organise and manage all uploaded images in one central location. This article explains how to create folders and upload images. *** ** * ** *** ## Creating an Image Folder To keep your library organized, you can create folders to group related images. 1. Sign in to the [Crossware Portal](https://portal.crossware365.com/) and navigate to the [**Images**](https://portal.crossware365.com/cms/designer/image) section. 2. Click **New Folder**. 3. Enter the following details: * **Folder Name** -- Choose a clear, descriptive name for easy identification. * **Description** -- (Optional) Add additional context about the folder's contents. 4. Click **✓** to save your folder. ![image-20260311-192331.png](https://support.crossware365.com/__attachments/a_12d8542553a9bfcebb8e7a5224c1402ce165f308dc264bd3ef9a0f388ca88117/image-20260311-192331.png?cb=87daab0ace29894758af5247bce9f56c) Use folders to separate projects, campaigns, or image types for easier navigation. *** ** * ** *** ## Uploading an Image Images can be uploaded directly into a selected folder. 1. Click the **folder** where you want to add the image. 2. Click the **Upload Image**. 3. Select the image file from your device. 4. Once uploaded, the image will appear in the folder. ![image-20260311-192605.png](https://support.crossware365.com/__attachments/a_edd93731612827ef2dafee431b23e3abeb050c259c1edd54013505b9f18d049f/image-20260311-192605.png?cb=9802769540cd0ca437e7bdc499aeaf30) You will get a warning icon pop up in the details of your image if its size exceeds 10KB. We recommend that you keep image sizes below 10KB for performance and storage optimisation. *** ** * ** *** ### Using Uploaded Images in Your Design To use an uploaded image in your design, refer to the following guide: [Add Images to Signature Design](https://support.crossware365.com/microsoft-365/features/creating-a-new-email-signature.md#Add-Images) Last updated: November 16, 2025 --- language: "en" --- # Metadata **Metadata documents** extend the functionality of Crossware Email Signature by defining rules that detect forwarded/reply to emails and specifying internal domains. *** ** * ** *** ## Types of Metadata Documents 1. **HTML Forward/Reply Strings** Detects specific markers in **HTML emails** that indicate a forward or reply. 2. **Plain Text Forward/Reply Strings** Detects forward/reply to markers in **plain text emails**. 3. **Other Internal Domains** Allows you to specify additional internal domains (e.g., `crossware365.com`). * These domains are used to determine whether an email is **internal** or **external**. * Signature blocks and rules can be configured as **Internal Only** or **External Only**, based on this setting. *** ** * ** *** ## Forward/Reply Markers Forward/reply strings are used to identify when an email is a forwarded message or a reply. You can add strings for either **HTML** or **Plain Text** emails. ### To Add Forward/Reply Strings: 1. From the [**Crossware Portal**](https://portal.crossware365.com/)**,** Click on [**Settings**](https://portal.crossware365.com/cms/admin)**.** 2. Select **Forward/Reply Markers.** 3. Click **Add String**. ![image-20260716-014106.png](https://support.crossware365.com/__attachments/a_9ae548741c1d95feab78bc37198099e9f25a2cde62a39b004fd6c196e296ffca/image-20260716-014106.png?cb=588c31ffde8b730220728794de38bc9b) 4. Enter a name, choose **HTML** or **Plain Text** , then enter the forward/reply string. Click **Add String** to add additional strings if required. 5. Click **Save**to confirm your changes. ![image-20260716-014333.png](https://support.crossware365.com/__attachments/a_206dcbdf2b6119c5e6af4a979f5344ff67681d135fa3ac990221cab121bdca93/image-20260716-014333.png?cb=aaf07d5c63a7ccd5b61afadcdb02766e) *** ** * ** *** ## Additional Domains Add any additional internal domains used by your organisation. These domains help Crossware determine whether an email should be treated as internal or external. ### To Add Internal Domains: 1. From the [**Crossware Portal**](https://portal.crossware365.com/)**,** Click on [**Settings**](https://portal.crossware365.com/cms/admin) 2. Select **Additional Domains.** 3. Click **Add Domain**. ![image-20260716-015602.png](https://support.crossware365.com/__attachments/a_4b49925cb67bfcfcb21c9f11a9dfaa4460775aaa06525ce82a531300519e06bc/image-20260716-015602.png?cb=869c062473125335c464d81fec496009) 4. Enter a **Name** and the **Domain Name** (for example, crossware365.com) 5. Click **Save.** ![image-20260716-015700.png](https://support.crossware365.com/__attachments/a_cfc602ebdcc05f02e12a0a4885e285a960de3cd5d7cd098ac1643b94d426f121/image-20260716-015700.png?cb=88c1592d77e37a05824c632f1ba744d9) Last updated: September 22, 2025 --- language: "en" --- # Rules Rules in Crossware allow you to control **when and how** signatures, blocks, or content appear. They work by returning a **true** or **false** result based on conditions you define. *** ** * ** *** ## What Rules Can Do * **Target by audience** * Show one disclaimer for external recipients and another for internal emails. * **Apply seasonal or campaign content** * Automatically display a Christmas banner in December or a Valentine's promotion during February. * **Customise by department or group** * Apply different logos, colours, or layouts depending on whether the sender is in Sales, Finance, HR, etc. * **Restrict by user attributes** * Use fields such as job title, location, or email address to decide who sees a signature. * **Date and time control** * Run a specific banner or signature only within a set date range. * **Advanced logic with scripts** * Write custom C# scripts for more complex scenarios, giving you full flexibility. *** ** * ** *** ## Creating a Rule 1. Sign in to the [Crossware Portal](https://portal.crossware365.com) and navigate to the [**Rules**](https://portal.crossware365.com/cms/designer/rules) section. 2. Click **Create Rule**. 3. Fill in the fields: * **Rule Name** -- a descriptive name to identify the rule later * **Description** -- optional notes. 4. Choose your conditions: * **Date** tab -- pick a day of the week, month, or date range. Note: Month and date range can't be used together * **Email** tab -- choose internal/external emails, specific senders or groups, or subject keyword ![image-20260303-231239.png](https://support.crossware365.com/__attachments/a_b2a0bc73885838ff0d3e2df368082b13cba80e6fabe41b795160daa52b119126/image-20260303-231239.png?cb=fb36f91882350e838d2901dee2355fc7) 5. For more advanced scenarios, use the **Custom** tab to add your own C# logic. 6. Click **Save \& Close**. ![image-20260303-231427.png](https://support.crossware365.com/__attachments/a_79c4a9dc7405ce0be09c149d400d00dedc99973bcafe374f9628d66525ee2cb9/image-20260303-231427.png?cb=df56230119f7afde91bab0dcd2ad85d9) *** ** * ** *** ## Applying Rule to a Signature 1. Go to [**Signatures**](https://portal.crossware365.com/cms/designer/signatures) in the Crossware Portal. 2. Select the signature you wish to use and click **Edit**. 3. Under the Server-side option, click **Select assignment**. ![image-20260304-221843.png](https://support.crossware365.com/__attachments/a_171be9227883b094fbe229f4d5d1dd2ae0cedb86ac40c9c153d19a86422398b4/image-20260304-221843.png?cb=4896f7590d35191d46147a3429ff98f2) 4. From the available options, choose **Rules**. 5. Use the drop-down menu to select the rule you previously created and click **Add Rule**. ![image-20260304-222341.png](https://support.crossware365.com/__attachments/a_e1336ad57930917da949e36b2f2d6696980b83cfc4ab0bd5dd026974a6a608ef/image-20260304-222341.png?cb=d8c57261ccc2cb22ef46aeb1eb27f373) 6. Click **SAVE \& CLOSE**. ![image-20260304-222504.png](https://support.crossware365.com/__attachments/a_cf91362e5717eaf6d7a6c5f0aabe1b68de6aa124b6fdd276f23d3233f7360787/image-20260304-222504.png?cb=e2134dc7fb99650e8c19331086daf57e) *** ** * ** *** ## Applying Rule to a Signature Block 1. Go to [**Blocks**](https://portal.crossware365.com/cms/designer/blocks) in the Crossware Portal. 2. Select the block you wish to use and click **Edit**. 3. Click **Settings**. 4. Under **Who is this block for?** , select **More options**. ![image-20260304-223555.png](https://support.crossware365.com/__attachments/a_b69178cf3514bb6ba4c6d6b02b2f0898457de61ffabefad3f087160d3b2940d7/image-20260304-223555.png?cb=6f7fcbcaea1b9428c9c3cd31520f22be) 5. Click **Rule**. 6. Select **Select a rule**, then choose the rule you previously created from the drop-down list. 7. Click **SAVE \& CLOSE**. ![image-20260304-224139.png](https://support.crossware365.com/__attachments/a_73a9cacab8d44980d4237ee7d1902f779332feb35bfb899e120c8b083932d4b3/image-20260304-224139.png?cb=574bdd60a1b7ca180da46d8742e27ce7) *** ** * ** *** ## Use of Rules * [Apply Different Signatures Using Subject Triggers](https://support.crossware365.com/microsoft-365/features/rules/controlling-email-signatures-with-subject-keywords.md) * [Apply a Signature Based on Recipient Domain](https://support.crossware365.com/microsoft-365/features/rules/apply-a-signature-based-on-sender-domain.md) * [Apply a Signature Based on Sender Domain](https://support.crossware365.com/microsoft-365/features/rules/apply-a-signature-based-on-sender-domain-1.md) * [Apply a Signature based on Department](https://support.crossware365.com/microsoft-365/features/rules/apply-a-signature-based-on-department.md) * [Apply Campaign Signatures on Scheduled Dates](https://support.crossware365.com/microsoft-365/features/rules/setting-up-a-date-based-advertising-campaign.md) Last updated: September 22, 2025 --- language: "en" --- # Apply a Signature based on Department You can assign specific email signatures to users based on their department in **Azure Active Directory (Azure AD)** or **Active Directory (AD)** . To do this, create a **custom rule** in Crossware. This method works as a workaround for applying signatures to **Dynamic Distribution Groups** in Crossware. *** ** * ** *** ## Create a Rule 1. Sign in to the [Crossware Portal](https://portal.crossware365.com/) and navigate to the [Rules](https://portal.crossware365.com/cms/designer/rules) section. 2. Select **New Rule** and enter a name (for example, `DepartmentSelection`). We have the rule **DepartmentSelection**loaded in the signature database 4. Click the **CUSTOM** tab and Add one of the following **C# scripts**, depending on your scenario. **Example: One Department** This script applies the signature only when the sender belongs to the **Finance** department. C# string strDepartment; strDepartment = "(!Department!)"; if (strDepartment == "Finance") { return true; } return false; **Example: Multiple Departments** This script applies the signature when the sender's department matches any department in the list. C# List departmentsList=new List (); departmentsList.Add("finance"); departmentsList.Add("management"); departmentsList.Add("marketing"); string userDepartment = "(!Department!)"; string strData; strData = "(!Department!)"; foreach(string dep in departmentsList) { if (String.Equals(userDepartment,dep,StringComparison.OrdinalIgnoreCase)) { return true; } } return false; ![image-20260724-040050.png](https://support.crossware365.com/__attachments/a_8dc117e6dc074570c8e81cc7d7a6b56bfb598054bd7bb170abd828cae4c9c128/image-20260724-040050.png?cb=a97f34ccc654c12f1156ef6106c1d310) *** ** * ** *** ## Link the Rule to a Signature or Signature Block * [Apply the Rule to a Signature](https://support.crossware365.com/microsoft-365/features/rules.md#Apply-the-Rule-to-a-Signature) - Assign the rule to an existing email signature. * [Apply the Rule to a Signature Block](https://support.crossware365.com/microsoft-365/features/rules.md#Apply-the-Rule-to-a-Signature-Block) - Assign the rule to a specific block within the signature. *** ** * ** *** ## Set Signature Priority 1. Go to [**Order of Selection**](https://support.crossware365.com/microsoft-365/administration/signature-order-of-selection.md). 2. Make sure the rule-linked signature is placed **above default signatures** so it's evaluated first. *** ** * ** *** ## Test the Setup 1. Send a test email from a user in the specified department. 2. Verify that the correct signature is applied based on the rule. *** ** * ** *** Crossware automatically applies the signature assigned for specific department in your organisation. Last updated: September 22, 2025 --- language: "en" --- # Apply a Signature Based on Sender Domain In some scenarios, you may want to apply a specific signature only when the email is sent to a particular domain. This can be achieved by creating a **Rule** in the Crossware Designer Portal that checks the sender's domain and applies the correct signature accordingly. *** ** * ** *** ## Create a Rule 1. Sign in to the [Crossware Portal](https://portal.crossware365.com/) and navigate to the [Rules](https://portal.crossware365.com/cms/designer/rules) section. 2. Create a new rule (e.g., **DomainSelection**). 3. Click the **CUSTOM**tab and add the C# script provided below. C# List < string > strList = new List < string > (); strList.Add("@gmail.com"); strList.Add("@crossware365.com"); if (EmailProperties.ContainsKey("SMTPRCPTTO")) { foreach(string strItem in strList) { if (EmailProperties["SMTPRCPTTO"].IndexOf(strItem, StringComparison.OrdinalIgnoreCase) >= 0) { return false; } } } return true; * Replace gmail.com and crossware365.com with the domain you want to check. * This rule will evaluate the sender's domain and return `true` only if it matches. ![image-20260724-035654.png](https://support.crossware365.com/__attachments/a_dc45ca8c1cd1d0a88740dab2b5705e58a59200a4857b59e23a34c5d89fe1c4a5/image-20260724-035654.png?cb=077086716be85f648f7d4a285b3dc1d0) *** ** * ** *** ### Link the Rule to a Signature or Signature Block * [Apply the Rule to a Signature](https://support.crossware365.com/microsoft-365/features/rules.md#Apply-the-Rule-to-a-Signature) - Assign the rule to an existing email signature. * [Apply the Rule to a Signature Block](https://support.crossware365.com/microsoft-365/features/rules.md#Apply-the-Rule-to-a-Signature-Block) - Assign the rule to a specific block within the signature. *** ** * ** *** ### Order Signature Priority * Go to the [**Order of Selection**](https://support.crossware365.com/microsoft-365/administration/signature-order-of-selection.md) to ensure your rule-linked signature is evaluated before default signatures. *** ** * ** *** ### Test the Setup * Send a test email from the specified domain. * Confirm that the signature is properly appended only when the recipient's domain meets the rule criteria. *** ** * ** *** Crossware automatically applies the signature based on the recipient domain. Last updated: September 22, 2025 --- language: "en" --- # Apply Campaign Signatures on Scheduled Dates To apply a specific signature to all emails sent within a defined date range such as a Christmas campaign in December. You can use either the Rule Builder or a C# script in Crossware. *** ** * ** *** ## Create a Rule 1. Sign in to the [Crossware Portal](https://portal.crossware365.com/), navigate to [**Rules**](https://portal.crossware365.com/cms/designer/rules)section. 2. Click **Create rule**. 3. Enter a descriptive name for the rule. *** ** * ** *** ## Configure the Rule ### Option 1: Using the Rule Builder 1. Select the **Builder** tab. 2. Click on the **Date**option. 3. Set the desired date range or month (e.g., December) 4. Click **Save** to save the rule. ![image-20260724-040452.png](https://support.crossware365.com/__attachments/a_d1163498ee8881101b8fb56865268455d997eb99344751bf8d68c681cb4641ba/image-20260724-040452.png?cb=f34b8ff39e6107f3706c867d417e97f8) ### Option 2: Using a C# Script 1. Select the **CUSTOM** tab. 2. Insert the following C# code to define your date range C# if (DateTime.Now.Month == 12) { return true; } return false; ![image-20260724-040545.png](https://support.crossware365.com/__attachments/a_7fde4c86ceb4bd13dc32f01bf18e3fab61515e1ae656fd86e428a34c46fdad83/image-20260724-040545.png?cb=86f6d450e56e257cae638ca6857506a0) *** ** * ** *** ## Link the Rule to a Signature or Signature Block * [Apply the Rule to a Signature](https://support.crossware365.com/microsoft-365/features/rules.md#Apply-the-Rule-to-a-Signature) - Assign the rule to an existing email signature. * [Apply the Rule to a Signature Block](https://support.crossware365.com/microsoft-365/features/rules.md#Apply-the-Rule-to-a-Signature-Block) - Assign the rule to a specific block within the signature. *** ** * ** *** ## Set Signature Priority 1. Go to [**Order of Selection**](https://support.crossware365.com/microsoft-365/administration/signature-order-of-selection.md). 2. Make sure the rule-linked signature is placed **above default signatures** so it's evaluated first. *** ** * ** *** Crossware will automatically revert to your standard signatures when the date condition will no longer match. Last updated: September 22, 2025 --- language: "en" --- # Apply Different Signatures Using Subject Triggers You can use subject keywords to decide which signature is applied or to prevent a signature from being applied at all. This gives users a quick way to control signature behavior directly from the email subject line. *** ** * ** *** ## Create a Rule 1. Sign in to the [Crossware Portal](https://portal.crossware365.com/) and navigate to the [Rules](https://portal.crossware365.com/cms/designer/rules) section. 2. Create a new rule (e.g., **Private Email**). 3. Click the **CUSTOM**tab and add the C# script provided below to detect the keyword. * Example keyword: `[P]` C# List < string > lSubject; string strSubject; string strTest = ""; string strCheck = "[P]"; if (pEmailHeaders.ContainsKey("subject")) { lSubject = pEmailHeaders["subject"]; strSubject = lSubject[0]; if (strSubject.Length >= 3) { strTest = strSubject.Substring(0, 3); } if (strTest == strCheck) { lSubject[0] = strSubject.Substring(strCheck.Length, strSubject.Length - strCheck.Length); pEmailHeaders["subject"] = lSubject; return true; } } return false; ![image-20260724-035533.png](https://support.crossware365.com/__attachments/a_6d34a7b45567a9cd25b3e5ff4c51be72841f95f57b00202c5ccaa93f2b3d46dc/image-20260724-035533.png?cb=b2c8d5280515198997f964ea884b2eda) *** ** * ** *** ## Link the Rule to a Signature or Signature Block * [Apply the Rule to a Signature](https://support.crossware365.com/microsoft-365/features/rules.md#Apply-the-Rule-to-a-Signature) - Assign the rule to an existing email signature. * [Apply the Rule to a Signature Block](https://support.crossware365.com/microsoft-365/features/rules.md#Apply-the-Rule-to-a-Signature-Block) - Assign the rule to a specific block within the signature. *** ** * ** *** ## **Order Signature Priority** * Go to the [**Order of Selection**](https://support.crossware365.com/microsoft-365/administration/signature-order-of-selection.md) to ensure your rule-linked signature is evaluated before default signatures. ![image-20260304-230930.png](https://support.crossware365.com/__attachments/a_d4a53f97742c3fdd6e9853e6ec6526555da26694fb1bcc75f55a7a4954af5c1c/image-20260304-230930.png?cb=b2965703f536808c67dd2ea152b19ddf) *** ** * ** *** ## Test the Setup 1. Send an email with the subject starting with `[P]`. ![image-20260112-201603.png](https://support.crossware365.com/__attachments/a_9bb9bded0d90837e6f907bf38fe17e9a63c8d19cff61f7fa72341ece1a577932/image-20260112-201603.png?cb=e0c042aa45899a47ab2e36b57acb9db6) 2. Confirm that: * The correct signature is applied. * The keyword is removed from the subject line. ![image-20260112-201725.png](https://support.crossware365.com/__attachments/a_0ac0edf411191e4eb0f08601733e415346e074a4a11f31c4be28f8118b1e4e1f/image-20260112-201725.png?cb=db4383fece63e29e1db25d96652192de) Last updated: September 22, 2025 --- language: "en" --- # Send Test Email The **Send Test Email** feature allows administrators and users to preview how a signature will appear in an actual email without making the signature live or affecting other users. This helps ensure everything is displaying correctly before deployment. * **No impact on live email flow** -- Safely test without publishing. * **Quick visual confirmation** -- Check layout, images, formatting, and spacing. * **Validate dynamic content** -- Ensure fields like name, title, phone number, etc., pull correct data. *** ** * ** *** ## **When to Use This Feature** * After designing a new email signature * When making updates to an existing template * Before rolling out changes company-wide *** ** * ** *** ## **How to Use Send Test Email** 1. Open the email signature you want to test. 2. Click on the **Send Test Email** button. * From the Signatures view ![image-20260305-192740.png](https://support.crossware365.com/__attachments/a_275d121086eb1dc995e1be282d4f7abf85743458927a840c08f9fe814edba412/image-20260305-192740.png?cb=b92cee2bd0e9d14786c8eec855e7d364) * From the Signature Designer ![image-20260315-210353.png](https://support.crossware365.com/__attachments/a_96d55f43c5be23a7b6d260475bfb744af9620051ce7bf2d4e5b90c563317a4d8/image-20260315-210353.png?cb=e3a0ab1f6ca467ec055df3eaea959c92) 3. Enter the recipient email address (typically your own). 4. Click **Send**. 5. Check your inbox to review the signature preview. ![image-20251116-230812.png](https://support.crossware365.com/__attachments/a_46c0d2fba5f301780b989ad8ac2213b8b2eec6229a424ae14fb4d7a14e8c7686/image-20251116-230812.png?cb=4fb81e7107ff4d851e37f8a5e39dc69d) Last updated: September 22, 2025 --- language: "en" --- # Signature Blocks A **Signature Block** is a piece of your signature, such as an ad banner, disclaimer or address, which can be controlled separately from the rest of the signature. Signature Blocks are usually set up to ensure that these pieces only appear to certain email recipients, e.g. a disclaimer that only those external to your company can see. You to retain full control of Signature Blocks by applying rules (simple, or advanced using C#) to customise when they are added as part of your signature. You can create and apply an unlimited number of Signature Blocks. ![image-20251006-225046.png](https://support.crossware365.com/__attachments/a_e02d2f861f085a864c80199fdc0d11480c0ec01d8230fb8c739eb5570aa14315/image-20251006-225046.png?cb=ec8bd5e9dd09028c8345d7ae1dde7de3) ## Example Scenario You might: * Use a **company-wide block** that contains personalised user information. * Attach a **division-specific block** with the correct logo, address, and contact details. * Add a **company-wide disclaimer block** at the bottom of every email. In this setup, the signature is made up of multiple smaller blocks, each controlled independently. ### Conditional Signature Blocks Signature Blocks can be configured with conditions to determine when they should appear: * **Internal or external emails**. For example, you could show one version to colleagues within your organisation and another to external recipients. * **Rule-based or scripted logic**. You can use rules or C# scripts to decide which block is applied, for instance selecting a block based on department. ### Reusability Signature Blocks can be reused across multiple signature configurations. This allows you to maintain a consistent design, such as a company disclaimer or banner, without needing to duplicate effort in every signature. ### Flexibility You have full control over: * **Who sees each block** * **When it appears** * **How it combines with other blocks** This flexibility ensures your organisation can deliver the right branding, legal text, and personalised information in every email. *** ** * ** *** ## Create a Signature Block 1. In the left menu, click [**Blocks**](https://portal.crossware365.com/cms/designer/blocks). 2. Select **Create block**. 3. Give your block a **Name** and (optional) **Description**. 4. Design your block: * Switch to **HTML** view using the `` button. * Add **directory fields** (e.g., name, job title) by clicking **Fields** and dragging them into place. * Add **images** by clicking **Images** . Drag in an existing image or upload a new one via **Manage images**. * Add and format **text** using the toolbar. ![msedge_JomXcwgU6k.gif](https://support.crossware365.com/__attachments/a_415c668b44a1cd2b6545ece7f5ce3dfcf2d48c5cf49fc8a39b43ab0e71ba7b33/msedge_JomXcwgU6k.gif?cb=36449c8ce75405a2a3f299de69c03711) ## **Choose Who Sees Your Block** When editing, Click **Settings** , look for **Who is this block for?** and select: * **All recipients** -- shows for everyone. * **Internal recipients** -- shows if at least one recipient is inside your organisation. * **External recipients** -- shows if at least one recipient is outside your organisation. * **Rule** -- shows only if a specific condition is met. * **Member / Not member of group** -- shows depending on the sender's group membership. ![image-20260303-030906.png](https://support.crossware365.com/__attachments/a_42f0218c68ba1ab25ae3f8d21975cd03c2d6d1fae41746b49844b70a670ba53a/image-20260303-030906.png?cb=4631452acb712056fa72d2901f53ebf2) ## Choose When the Block Appears When editing, Click **Settings** , look for **Which emails should it be applied to?** and select: * **All emails** -- appears in every email sent. * **New emails only** -- appears only in brand-new messages. * **Replies only** -- appears only in replies or forwarded messages. ![image-20260303-030840.png](https://support.crossware365.com/__attachments/a_2d94a5df31bc97ae82be87a47313e084f18a0895cc5128b056b15930233668de/image-20260303-030840.png?cb=0a99cde5a48c39d57bb6f0f90d1f0403) ## Choose Where the Block is Applied When editing, Click **Settings** , look for **Placement** and select **Where would you like to place the content?** * **Above** -- adds the block to the very top of the email content. * **Below** -- adds the block to the very bottom of the email content. ![image-20260303-031224.png](https://support.crossware365.com/__attachments/a_439485d95fcaff174c8bfd06efb10111cc8b7988e309401415cac40b9bfc2d2d/image-20260303-031224.png?cb=458545782671f715dbcdc9e35a8e45e3) Click **Save** when you're done. Your Signature Block can now be used in one or more email signatures. Last updated: September 22, 2025 --- language: "en" --- # Signature Preview The **Preview** feature lets you instantly see how your email signature will appear without sending an actual email. It's perfect for quickly checking design changes, validating dynamic fields, and confirming how signatures display under different scenarios. Because the preview bypasses the cache, any updates whether to the signature design or user information are reflected immediately. *** ** * ** *** ## **When to Use This Feature** * After making quick design changes you want to check immediately. * To verify that dynamic fields (e.g., name, title, contact info) are pulling the correct data. * To check how the signature looks for **external vs. internal emails** or a **specific recipient**. * To preview differences between a **new email** and a **reply email**. * To confirm the signature shown when a **date-based rule** is applied. *** ** * ** *** ## How to Use Signature Preview 1. **Open** the email signature you wish to preview. 2. Click the **Preview** button. * From the Signatures view ![image-20260305-192953.png](https://support.crossware365.com/__attachments/a_56e64dcf575c28f308257983aa7e2b88d871f753bf6c2e248c3986cd73b05113/image-20260305-192953.png?cb=cf51fe7aa7cc41e2173ea66f659b22f4) * From the Signatures Designer ![image-20260305-193019.png](https://support.crossware365.com/__attachments/a_3bb37ed430677193ae0e054eedf10d752a4334dd0b2382f0e61a9b0259bb4116/image-20260305-193019.png?cb=e0a2ded62f01175d3bea8a7e3f3cb35a) 3. Choose the relevant options (e.g., recipient type, message type, date rule). 4. The signature preview will display exactly as it will appear when applied to an email. ![image-20260305-193153.png](https://support.crossware365.com/__attachments/a_f12efb325d6c2385dc13606edd4631c742132ed64fe15cad65e36583b99cd39a/image-20260305-193153.png?cb=f35e5f847ad9994be4aad59f3ae26a6d) Last updated: September 22, 2025 --- language: "en" --- # Troubleshooting * [Triggering an Immediate Directory Sync](https://support.crossware365.com/google-workspace/troubleshooting/triggering-an-immediate-directory-refresh.md) * [Error Message: Command Not Found When Using Lookups](https://support.crossware365.com/google-workspace/troubleshooting/error-message-command-not-found-when-using-lookups.md) Last updated: March 17, 2026 --- language: "en" --- # Error Message: Command Not Found When Using Lookups This error occurs when a formula references a **(!Lookup!)** , but Crossware Email Signature cannot find that lookup in the **Lookup Configurations** view. *** ** * ** *** ## Possible Causes 1. **The lookup does not exist** The referenced lookup may have been **renamed or deleted**, causing the formula to fail. 2. **Formatting issue in the lookup name** A **font or formatting change** (for example, bold, italic, or different font styles) in the formula or lookup reference can **split or corrupt the lookup name**, preventing it from being recognized correctly. *** ** * ** *** ### Example Scenario In the Signature HTML, you may have a line similar to: ` M: (!Mobile!)` Although this appears correct visually, the lookup **(!Mobile!)** has been **split** by HTML formatting, with part of it in one span and the rest in another. ![image-20251111-222205.png](https://support.crossware365.com/__attachments/a_7f2c1f7cd0fc601d092ae4ebf43766c5fece04460b1dc88087a05dfaf386b493/image-20251111-222205.png?cb=0c4e55e7ad2f98e49f2617f56bae7747) As a result, Crossware reads this as invalid and displays the error: ![image-20251111-222113.png](https://support.crossware365.com/__attachments/a_5f4ef7c7b7c3875da03f58f38e29ce5ab2cd3c6569c37c16fcae93cb41cc8f28/image-20251111-222113.png?cb=769f20a20a8bfa715caf7ceed080ad8b) **Correct Fix:** Ensure the lookup is **not broken by formatting**. The corrected version should be:  M: (!Mobile!) Last updated: November 25, 2025 --- language: "en" --- # Triggering an Immediate Directory Sync Crossware refreshes directory data **either within a few minutes, or during the next 24 hours** . A refresh is also triggered **immediately** when you: * **Save or re-save** a signature configuration. * **Add, remove, or update** users or groups A **full cache refresh** also runs **every 24 hours**. Most updates appear quickly, but in rare cases, it can take the full 24 hours for changes to be reflected. *** ** * ** *** ## **How to see instant changes** If you want to make changes appear instantly, follow these steps to update the AD Cache: 1. Log in to the [Crossware Portal](https://portal.crossware365.com/). 2. Navigate to [Settings](https://portal.crossware365.com/cms/admin) and under **Setup** , click **Manage Users**. 3. Choose one of the following: 1. **Update directory data -- All Users** to refresh the full directory. 2. **Update directory data -- User** to refresh an individual user. ![image-20260315-212015.png](https://support.crossware365.com/__attachments/a_4ce77a6a2ac365a662debb583f31df3d4419914454b49072e4c476cd7b494d90/image-20260315-212015.png?cb=5efc43939f35a65a7f58c9aee99b509b) Last updated: March 15, 2026 --- language: "en" --- # Crossware Email Signature for HCL Domino This resource provides detailed guidance to help you configure, manage, and troubleshoot Crossware Email Signature in your HCL Domino environment. ## Explore by Category * [**Getting Started**](https://support.crossware365.com/hcl-domino/getting-started.md) Learn how to connect Crossware Email Signature with HCL Domino, including prerequisites, permissions, and initial setup. * [**Configuration Guides**](https://support.crossware365.com/hcl-domino/signature-design.md) Step-by-step instructions for managing signatures, templates, images, and directory attributes. * [**Troubleshooting**](https://support.crossware365.com/hcl-domino/troubleshooting.md) Find solutions for common issues such as mail routing errors, sync problems, and formatting inconsistencies. * **Frequently Asked Questions** Quick answers to the most common queries. If you're having issues and can't find your answer in our Knowledge Base, get in touch with our friendly [Support team](https://www.crossware365.com/contact-support) *** ** * ** *** ## Recently Updated Articles * [Crossware Email Signature for HCL Domino](https://support.crossware365.com/hcl-domino.md) * contributed about 2 hours ago * [Troubleshooting](https://support.crossware365.com/hcl-domino/troubleshooting.md) * contributed Mar 17, 2026 * [Signature Design](https://support.crossware365.com/hcl-domino/signature-design.md) * contributed Mar 17, 2026 * [Administration](https://support.crossware365.com/hcl-domino/administration.md) * contributed Mar 17, 2026 * [Can I add a signature before the disclaimer is added by Notes?](https://support.crossware365.com/hcl-domino/troubleshooting/can-i-add-a-signature-before-the-disclaimer-is-added-by-notes.md) * contributed Dec 17, 2025 Last updated: March 22, 2026 --- language: "en" --- # Administration * [Allow External Users](https://support.crossware365.com/hcl-domino/administration/allow-external-users.md) * [Can Crossware Email Signature look-up other databases?](https://support.crossware365.com/hcl-domino/administration/can-crossware-email-signature-look-up-other-databases.md) * [Can I assign a signature configuration to an individual?](https://support.crossware365.com/hcl-domino/administration/can-i-assign-a-signature-configuration-to-an-individual.md) * [Configuring custom database lookups](https://support.crossware365.com/hcl-domino/administration/configuring-custom-database-lookups.md) * [Controlling Carriage Return-BR Tags in a Signature](https://support.crossware365.com/hcl-domino/administration/controlling-carriage-return-br-tags-in-a-signature.md) * [Disabling users signatures using a policy](https://support.crossware365.com/hcl-domino/administration/disabling-users-signatures-using-a-policy.md) * [How and where are Signatures appended on replies or forwarded emails?](https://support.crossware365.com/hcl-domino/administration/how-and-where-are-signatures-appended-on-replies-or-forwarded-emails.md) * [How do I configure Blackberry for Local Signatures?](https://support.crossware365.com/hcl-domino/administration/how-do-i-configure-blackberry-for-local-signatures.md) * [How to check the Extension Manager hooks](https://support.crossware365.com/hcl-domino/administration/how-to-check-the-extension-manager-hooks.md) * [How to check the iSeries Links](https://support.crossware365.com/hcl-domino/administration/how-to-check-the-iseries-links.md) * [How to confirm if the Crossware Email Signature application has loaded](https://support.crossware365.com/hcl-domino/administration/how-to-confirm-if-the-crossware-mail-signature-app.md) * [Install Log](https://support.crossware365.com/hcl-domino/administration/install-log.md) * [LDAP Configuration Document](https://support.crossware365.com/hcl-domino/administration/ldap-configuration-document.md) * [License Profile](https://support.crossware365.com/hcl-domino/administration/license-profile.md) * [Locating your Domino Certifier](https://support.crossware365.com/hcl-domino/administration/locating-your-domino-certifier.md) * [New User Lookup](https://support.crossware365.com/hcl-domino/administration/new-user-lookup.md) * [Server Configuration](https://support.crossware365.com/hcl-domino/administration/server-configuration.md) * [Signature Order](https://support.crossware365.com/hcl-domino/administration/signature-order.md) * [User Configuration](https://support.crossware365.com/hcl-domino/administration/user-configuration.md) * [User Log](https://support.crossware365.com/hcl-domino/administration/user-log.md) * [User Log View](https://support.crossware365.com/hcl-domino/administration/user-log-view.md) * [What is the recommended format for emails?](https://support.crossware365.com/hcl-domino/administration/what-is-the-recommended-format-for-emails.md) * [Versioning of Signatures](https://support.crossware365.com/hcl-domino/administration/versioning-of-signatures.md) * [Navigation in the signature configuration database for HCL Domino](https://support.crossware365.com/hcl-domino/administration/navigation-in-the-signature-configuration-database-for-hcl-domino.md) * [Server Signatures vs Local Signatures](https://support.crossware365.com/hcl-domino/administration/server-signatures-vs-local-signatures.md) * [Signature Wizard](https://support.crossware365.com/hcl-domino/administration/signature-wizard.md) * [Uninstalling Crossware Email Signature](https://support.crossware365.com/hcl-domino/administration/uninstalling-crossware-email-signature.md) * [Upgrading from DOM Version 4 to DOM Version 5](https://support.crossware365.com/hcl-domino/administration/upgrading-from-dom-version-4-to-dom-version-5.md) * [User Cache for LDAP Lookups](https://support.crossware365.com/hcl-domino/administration/user-cache-for-ldap-lookups.md) Last updated: March 17, 2026 --- language: "en" --- # Allow External Users This feature allows signatures to be appended to emails sent by external users. For example, emails from another domain may be passing through the Domino server and require a signature or disclaimer. ![image-20250822-033911.png](https://support.crossware365.com/__attachments/a_8bf01236f4531ae4acaaf7dfe88d730342bbc10912e0a0666baa7d1c04ce00e6/image-20250822-033911.png?cb=fca24a3046fa0ffb266729d5468f2a15) *** ** * ** *** ## How this feature works Crossware Email Signature extracts the information from the **From** or **Principal** field (if it exists) and uses that as the key to lookup `$Users` in the Domino directory. All emails are processed regardless of source and destination, so if there is no match on the `$Users` lookup, then the email is considered to be from an external user. ### If the setting is not enabled (this is the default) If there was no match on the `$Users` view, the lookup has determined that the user is external, and no signature will be applied. ### When this setting is enabled If the user is not an internal user, the content of the **From** field is then checked against the signature configurations to determine whether to apply a signature. See [Support for users not in Domino Directory](https://support.crossware365.com/hcl-domino/troubleshooting/support-for-users-not-in-domino-directory.md) for an example of how to use this feature. Last updated: August 22, 2025 --- language: "en" --- # Can Crossware Email Signature look-up other databases? Crossware Email Signature is capable of performing lookups in other databases. An example would be a separate HR database. In the database you are looking up, there must be a view containing all variations of a user's name similar to $Users in your address book. Emails passing through your server may contain any number of valid 'From' addresses. *e.g.* * LB * Les Battersby * Les Battersby\\Company * CN=Les Battersby\\O=Company * [lb@example.com](mailto:lb@example.com) Domino will see all of the above addresses and deliver the email correctly. Normally, when performing lookups, the signature application will extract the 'From' field from the email and perform a lookup against the $users view. This will return the user's Person document, and the field will be extracted (see [Signature Configuration](https://support.crossware365.com/hcl-domino/signature-design/signature-configuration.md)). ![image-20251201-195443.png](https://support.crossware365.com/__attachments/a_1f712b902ac716150caec8aa903fa2e8d5bd43fd11cc91be37e4044436f096c6/image-20251201-195443.png?cb=09000759cebb7a658eb7cd6e4e182475) When lookups are performed against another database, the look-up view may not have all possible variations on a name. Therefore, you may need to: 1. Modify your look-up view to provide all the alternatives listed above. This has the downside that you may have to redesign your look-up database. ![image-20251201-195512.png](https://support.crossware365.com/__attachments/a_159fae52e30e3339296bcaa0361575467ccac9f511086993328c0b78156b7233/image-20251201-195512.png?cb=78f435b24d4ebb84a7cf256bf9e532a8) 2. Modify the 'From' formula in the application. This method uses a @Name on the from field and therefore may not work correctly on all addresses. `strFrom:=@If(@Contains(From;'<');@Middle(From ;'<' ;'>' );@Name([CN];From));@If(Principal='';strFrom;@Name([CN];Principal))` Once you have made the changes you must run the 'Refresh all Documents' action from the Lookup Configurations view. ![image-20251201-195615.png](https://support.crossware365.com/__attachments/a_e0c8d91c3f936d06ea2b67e0f5656a5e686b6bbcced7ad65dbfacac5d121fc4b/image-20251201-195615.png?cb=c93d091d11502fec1350a539d4e59a2f) Remember to test all configuration changes and check the server logs for any error messages. Last updated: December 01, 2025 --- language: "en" --- # Can I assign a signature configuration to an individual? Yes, you can assign a signature configuration to a specific individual if required. First create a configuration document, then under **When To Use** make sure that **Person/Group/OU** has been selected, and finally either choose the individual from your address book or type in their INet address. ![image-20251201-200048.png](https://support.crossware365.com/__attachments/a_82337758a8dc5c1c2d707f24544c29cf82750a260741243e141a91cdfa0868a6/image-20251201-200048.png?cb=c501f6e5e63462171e016b08e26ddee4) This following appears in the Signature Configuration view: ![image-20251201-200108.png](https://support.crossware365.com/__attachments/a_51dc910db7a03992ab25dd38c882596c4e0559b02fab9cdf8d84948bb664974f/image-20251201-200108.png?cb=7c75bdd7de1fe7c409993ea5ff770443) The signature configuration documents are processed in the order they are displayed and only one signature configuration can be applied. If the user is a member of a group that is listed BEFORE the users signature configurations document, the group signature configuration will be applied instead. *For example:* **Test User/Test Org** is a member of BGROUP and since that group is listed BEFORE the individual signature configuration, the BGROUP's signature will be applied. Last updated: December 01, 2025 --- language: "en" --- # Configuring custom database lookups Crossware Email Signature allows you to pull information from any Domino database. To do this, a lookup configuration document is required. The signature configuration database is pre-populated with commonly used fields, however if you wish to configure additional fields that pull more information from the domino directory or another application, create a new lookup document. *** ** * ** *** ## Creating a New Lookup Configuration To create a new lookup configuration, open the lookup configuration view within the configuration database. If you do not see the lookup configuration view, it is because your access rights do not allow you to modify or create new lookups. ![image-20251201-201327.png](https://support.crossware365.com/__attachments/a_2cc34aca280dc98a8931e5a6d4d4b9777956464f8e31ad5dcf234e3aa3eb3938/image-20251201-201327.png?cb=ec876d09a1fa6432c1578a528168cffe) You will be presented with a lookup configuration form. See the example below for an example of a lookup defined for pulling the fax number from the domino directory (names.nsf). ![image-20251201-201350.png](https://support.crossware365.com/__attachments/a_e53f4f05a1baf9ca37c4cd76b84c17c1cade1a095e50f7bb28b9c53be83d7d3f/image-20251201-201350.png?cb=c66fa1c9194e494fc6ef04d3fb2b5ab8) *** ** * ** *** ## Lookup Configuration fields ### Lookup Name This is the name that you assign to the lookup. The name can be anything you want and is used in the signature configuration form when you click **Insert Lookup** . #### Type The type field allows you to select the type of lookup. The simplest form is a database lookup, but changing the radio button allows you to access fields within the sender's email (Email Field), access data from an LDAP source (LDAP), data from Directory Assistance (Name Lookup), insert an image (Image Lookup) or code an @Formula (Formula) #### Notes Database Filename The filename / filepath to the database that you wish to extract data from. You should ensure that this database has the same path on all servers Crossware Email Signature is installed. #### Lookup View Title View in the domino database that will be used as a lookup. The view will need a sorted column to allow the lookup to work correctly. #### Lookup Key Type Two options can be selected depending on the type of lookup to be performed. **Text** This option should be used when static text is used as the key. **Use Lookup** This allows another look-up to be used for the key. #### Look-up Key Text The key used to select a document from the above view. #### Select Other Look-up Another look-up is used as the key. #### From Field The (!From!) look-up document controls which field within the e-mail is used as the key for the lookups. #### Field Name The name of a field within the selected document that will be extracted. #### Text List Separator Specifies which character is inserted between the values when the fields is a text list. By default, this is a Carriage Return/Line Feed, but this can be any character. #### Exclude From Caching Stops the value calculates being cached. This is useful then the value is dependant of the type of email. *e.g. Plain Text and HTML*. Last updated: December 01, 2025 --- language: "en" --- # Controlling Carriage Return-BR Tags in a Signature When saving a Signature configuration document, the esig.nsf database re-saves the configuration document to convert the Rich Text to MIME/HTML. This HTML is then used when the email received at the server is in a MIME Format. The signature is appended directly after the last line of the e-mail and it has always been the responsibility of the signature creator to add the number of Carriage Returns required. In Lotus Notes 8.5 this conversion has changed slightly resulting in inconsistent `
` tags. When saving the Signature configuration you should use **soft** carriage returns. *i.e. insert a '\[shift\] \[return\]'* . This will correctly generate the correct number of `
` tags. ![image-20251201-201559.png](https://support.crossware365.com/__attachments/a_4f759ae7b6af723ab4927a91cdcd91e7b67ef5c68aaf9581031f2e6ee32072c6/image-20251201-201559.png?cb=d00dafdb85f443d3c822c37d140b732b) Last updated: December 01, 2025 --- language: "en" --- # Disabling users signatures using a policy Users with Domino 8.5 and above can extend the server Mail Policy to update the users calendar profile document. You can disable the users Local Signatures using an existing Mail Setting policy by setting the following fields: `EnableSignature = ""` `EnableSignature$UP = "2'` The attached Lotusscript code will set these fields in any Policy Document. To see the changes immediately you will need to issue the following adminp command: `tell adminp process mail policy` If you currently have your mail database open, you may need to close your notes client to see the changes. You can also find further documentation on the IBM web site: [Extending Policies To Lotus iNotes Profile Documents](http://publib.boulder.ibm.com/infocenter/domhelp/v8r0/index.jsp?topic=/com.ibm.help.domino.admin85.doc/H_EXTENDING_POLICIES_TO_LOTUS_INOTES_PROFILE_DOCUMENTS.html) *** ** * ** *** ## Example Lotusscript code To run this code, create a new lotusscript agent in a blank database, and paste the code in. It will prompt you for the server you would like to update the policy on. Dim session As New NotesSession Dim wrkspc As New NotesUIWorkspace Dim dbAddr As NotesDatabase Dim strServer As String Dim db As NotesDatabase Dim dcPol As NotesDocumentCollection Dim docPol As NotesDocument dim vServer As Variant Dim uiDoc As NotesUIDocument Dim iRC As Integer Set db = session.CurrentDatabase vServer = wrkspc.Prompt (PROMPT_OKCANCELEDIT, "Policy Update", "Please select the server to update") If IsEmpty (vServer) Then Print "User cancelled" Exit sub Else strServer = vServer If strServer = "" Then MsgBox "You must select a server" Exit sub End If End If Set dbAddr = session.GetDatabase(strServer,"names.nsf", False) If dbAddr Is Nothing Then MsgBox "Failed to open address book on server:"+ strServer Else Set dcPol = wrkspc.PickListCollection(PICKLIST_CUSTOM, False, strServer, "names.nsf", "Policies\Settings", "Select Policy", "Please select a to set the field EnableSignature.","Mail Settings" ) If dcPol.count = 0 Then Print "Nothing selected" Else Set docPol = dcPol.GetFirstDocument() Call docPol.ReplaceItemValue("EnableSignature","") Call docPol.ReplaceItemValue("EnableSignature$UP","2") Call docPol.save(True,True) MsgBox "You must re-save the MailPolicy in the Notes Client to recompute and sign the policy" End If End If *** ** * ** *** ### Disabling input field The example code above will only disable the setting on the users Calendar Profile, it will not stop the users from re-enabling the setting. This can be achieved, but does require a modification to the mail template. Adding the following formula to the **CalenderProfile**form will disable the field when the above policy has been applied. ![image-20251201-215914.png](https://support.crossware365.com/__attachments/a_84c44aaa337b346219f7ade9d7d00f013063c813924002d357e56813cfd150d1/image-20251201-215914.png?cb=4538622ed76aa7e8af8b424c6fc1eaad) When the formula has been added to the form, users will not be able to update the field. ![image-20251201-215936.png](https://support.crossware365.com/__attachments/a_ca960b4c7b193df28657d99ce770b91a4cef1700fae210ac8ce40aebeca56bca/image-20251201-215936.png?cb=ad9d6eded2b70cb24b6b3dd9bcae8c38) Last updated: December 01, 2025 --- language: "en" --- # How and where are Signatures appended on replies or forwarded emails? The placement of a signature on an email is determined by the **Signature Placement** setting on the Signature Configuration document. ![image-20251201-235031.png](https://support.crossware365.com/__attachments/a_a01e737a1541cb75ef4fce6cd5e4d972cc9f56c0bb54d50ad7ae070776c1b96f/image-20251201-235031.png?cb=99f665be1c60469c0b92501d131efb33) The signature can be inserted: * before the start of the reply/forwarded email (Normal) * at the top of the email (Header) * at the very end of the email chain (Footer). *** ** * ** *** ## Detecting a reply or forwarded email When the signature placement is set to Normal (to be inserted at the end of the current email, before the start of any previous emails on a reply/forwarded email), Crossware Email Signature needs to detect where the current email ends and the previous email begins. The application attempts to detect the start of the previous email by looking for "markers" in the email. ### **Rich Text** On a reply in Rich Text format, the "marker" is identified by looking for a collapsible section with specific properties. On a forwarded email in Rich Text, the "marker" is a string *e.g:* ![image-20251201-235139.png](https://support.crossware365.com/__attachments/a_055affd65c58bbe28ad583784412ca69b53f35f0ef6e43fcd13f85f028a959b9/image-20251201-235139.png?cb=4fae1549903c52a032058edb8268a62d) ### **MIME Format** For a MIME reply and forwarded email, the "marker" is found by looking for specific text strings. *Examples:* ![image-20251201-235207.png](https://support.crossware365.com/__attachments/a_e63eb7cb47006e6137ed6bb398023605d104a2e9fe1d63df8bc7fe87bf7895d9/image-20251201-235207.png?cb=723126f7d3cf79e1b4e8a816eba8da97) The identification of a "marker" can be a problem if a customised mail template is used or if the template is in a language other than English. To accommodate this there is a [Meta Data](https://support.crossware365.com/hcl-domino/signature-design/metadata.md) configuration document to add additional markers for the start of a reply/forwarded email. There may also be issues for MIME emails in text/plain format. These emails do not have an easily identifiable start to the reply. Therefore, the signature may be appended to the end of the email. To avoid this you may wish to change the format of your emails to include a text/html component. Please see [Format for e-mails](https://support.crossware365.com/hcl-domino/administration/what-is-the-recommended-format-for-emails.md) for further information. Last updated: December 01, 2025 --- language: "en" --- # How do I configure Blackberry for Local Signatures? ## Overview To update the BES SQL table a connection to the SQL Server needs to be created. To configure your connection, a Blackberry Configuration document needs to be set up. You can do this by going under **Local Signatures\\Blackberry Configuration** and clicking on the **New Config** action button, and following the instructions below, based on your operating system. ### How it works When issuing Local Signatures to Blackberry devices, Crossware Mail Signature uses a LotusScript Agent and the LotusScript Extension for Lotus Connectors (LC LSX) to execute SQL statements on the BES SQL Server. Using the Lotus Connector allows Crossware Mail Signature to access the **Lotus OEM ODBC Driver** on other platforms. Blackberry Enterprise Server uses a plain text signature which is stored in the **AutoSignature** field in the **UserConfig** table. In the examples below, the **BESmgmt_test** database should be replaced with the name of your BES database. *** ** * ** *** ## Windows On Window there are two options to connect to the BES SQL Server: ### 1. OLE DB On Windows server the BES LS Agent can use the native SQL drivers to connect to the SQL Server. ![image-20251202-013953.png](https://support.crossware365.com/__attachments/a_227ddd3e1a7444b7fcb0bfc7244b13ab9c20d78ab1f01761f30d9fd9ebffa54a/image-20251202-013953.png?cb=b56484a3c5276845e7b0eb31b6f140c7) **BESmgmt_test** in the above example is the database name which resides on SQL Server. #### 2. ODBC On Windows servers it is also possible to connect to the BES SQL server by ODBC. You must create an ODBC connection on the Windows Server that domino is installed on. ![image-20251202-014014.png](https://support.crossware365.com/__attachments/a_7685f9265e3bbac0c1bbac264d0cc4a90649e776178a6a94b639c12a843e2e98/image-20251202-014014.png?cb=5b665d57202b418e073430e3dbbe3157) ![image-20251202-014132.png](https://support.crossware365.com/__attachments/a_ef32edc728791ada60ee82a00bdf05b1a9a1309756f12f2e0718429fe7b7de91/image-20251202-014132.png?cb=a7c85f10053375f976cc6d98913a2aed) **BESmgmt_test** in this example is the name of the ODBC datasource. *** ** * ** *** ## AIX/Linux/Solaris To use the ODBC connections, the Lotus OEM ODBC Drivers need to be installed. Once the drivers are installed you need to create a ODBC database in the odbc.ini file. ![image-20251202-014207.png](https://support.crossware365.com/__attachments/a_430eaf953c937a8f6417ba16b849a1fc8f18c0203beb8feea66b36ace83a6559/image-20251202-014207.png?cb=eb4370bcfa2391b51f5be3742cfb305c) In the above configuration **\[BESmgmt_test\]** is the ODBC database source name. `Database=BESmgmt_test` is the name of the database on SQL Server. By default the name of the database on SQL Server is **BESmgmt**. Last updated: December 02, 2025 --- language: "en" --- # How to check the Extension Manager hooks The Application is loaded into the domino sub-system using the EXTMGR_ADDINS ini variable. To verify the extension manager hooks for Crossware Mail Signature, enter the following into the server console, `show configuration extmgr_addins` The resulting output will depend on the operating system in use: *** ** * ** *** ## Microsoft Windows On a windows machine this variable points to a file-name and its version.*e.g signature2_901* ![image-20251107-013204.png](https://support.crossware365.com/__attachments/a_d56939c9aa1a9783d1fb61bc769ba0791ce8d5eb9d8363b18c17642a03a2cb00/image-20251107-013204.png?cb=9f8a35c837275ed8b30ab59d47ff880e) *** ** * ** *** ### IBM i (AS400) On the IBM i (AS400) the hooks are not version specific. They will always be as follows: ![image-20251107-013234.png](https://support.crossware365.com/__attachments/a_1838a6462673019c8c79e73360599807de68614121114dd53c6a4060b4eca5e3/image-20251107-013234.png?cb=d91df27c6f7a5470e219b4ba8ca418f4) *** ** * ** *** ### Linux / AIX / Solaris The hooks are not version-specific. They will always be as follows: ![image-20251107-013300.png](https://support.crossware365.com/__attachments/a_ee48d95dcd8da178440d491b35db035fcb27a1b6cbfc3c490589524f488fcffe/image-20251107-013300.png?cb=2a7d29ddd459a503c572e59dd5fc9822) Last updated: November 07, 2025 --- language: "en" --- # How to check the iSeries Links On iSeries / AS400 servers the executables for Crossware Mail Signature are contained within the Library **XWARE**. As part of the installation process, two links are created to these programs in **/QIBM/UserData/Lotus/Notes/** To check that these links have been created, issue the following command: `"wrklnk obj('/qibm/userdata/lotus/notes')"` ![image-20250824-233105.png](https://support.crossware365.com/__attachments/a_fd45141562be5f2df504a05870bddd2ce72cc12c42991f2aed69ca5598c81d1e/image-20250824-233105.png?cb=b8f465e870ecb0135985481554eac3ac) Select **option 5** "Display" This should show the **libsig** and the **esig** links ![image-20250824-233127.png](https://support.crossware365.com/__attachments/a_0c085c7ab8efd99b2581f03fb6471c37f5e3d50f88536da9ba23c4342f6b65e8/image-20250824-233127.png?cb=9bf18d4ad57a4959a4ce46f56f4ff791) Last updated: August 24, 2025 --- language: "en" --- # How to confirm if the Crossware Email Signature application has loaded When you have completed installing Crossware Email Signature, you can confirm the application has been loaded by looking at the Domino console. Note that is necessary to reboot the Domino server after installing for the installation to take effect. After restarting Domino, check the console. You should see the after you install Crossware Email Signature and reboot the server. You should see the Crossware Email Signature copyright message appearing just under the HCL Domino copyright message. ![image-20250824-235721.png](https://support.crossware365.com/__attachments/a_06472ea957a94727440e759854be026745f53ee3bd9a3bcaa5cca3e123dba4bc/image-20250824-235721.png?cb=9b53323c27a27d371ef670dbf859f17e) If the message does not appear, it is most likely that something has gone wrong with your installation. See the following document for more help [Server log shows error message The server has the hook installed but does not appear to be loaded](https://support.crossware365.com/hcl-domino/troubleshooting/server-log-shows-error-message-the-server-has-the-.md). Last updated: March 24, 2026 --- language: "en" --- # Install Log The Install Log shows a log of how the installation of the application processed on each server. It shows the last installation only. It can be found under Logs\\ Install Logs on the left-hand menu. *** ** * ** *** ## Windows ![image-20251106-222602.png](https://support.crossware365.com/__attachments/a_e16098bd57c3c8b4742e059f416cc145cc65eb457ac79ccdb65414527f1b1f66/image-20251106-222602.png?cb=549cbfca06078e1e41fe5844f80e2f58) ### iSeries ![image-20251106-222644.png](https://support.crossware365.com/__attachments/a_508110b480e8b651b04b46d23be833440b4ab05123aa4c8098be942bd7c0770d/image-20251106-222644.png?cb=9a20e078a2d0ed4fa8372d6151f7db04) Last updated: November 06, 2025 [Next Page](https://support.crossware365.com/llms-full.txt/1)