CodeTwo Overview & Configuration for Automated Email Signatures

Purpose

This document explains how CodeTwo is implemented at Strategic Systems, how it processes email signatures, and how Combo Mode ensures consistent branding across all devices.
This guide is intended for IT admins, developers, management, and technical staff.

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How CodeTwo Works

Modes of Operation

Strategic Systems uses Combo Mode, which enables:

Client‑Side Signatures (Outlook Add‑in)

• Signature inserted live while composing a message.
• Works in Outlook Desktop, Outlook Web, and Outlook Mobile.
• Users can choose between multiple signatures assigned to them.
• Useful for marketing campaigns, visual layout accuracy, and end‑user previewing.

Server‑Side Signatures

• Applied AFTER the email is sent.
• Triggered when:
  • User sends from non-supported Mobile clients (Apple Mail or Android native mail)
  • A device or app cannot run the Outlook add‑in
  • The add‑in fails to load
• Guarantees signatures even on unmanaged mail applications.

Combo Mode ensures no duplicates by letting server‑side signatures detect when a client‑side signature is already present.

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Autopopulating User Data

CodeTwo pulls user properties from Microsoft Entra ID (Azure AD):

• Display Name
• Job Title
• Department
• Email
• Phone numbers (Office/Mobile)
• Manager
• Custom Attributes (if configured)

Users can override fields using [user.codetwo.com].

If fields are left blank, dynamic formatting removes them cleanly.

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Signature Rules at STRSI

1. Client‑Side Rule (“Outlook Signatures”)

• Applies to the entire organization.
• Inserts the signature inside Outlook Desktop and Web.
• Provides a dropdown list for multiple templates.
• Gives real‑time preview before sending.

2. Server‑Side Rule (“Cloud Signatures”)

• Also applies to the entire organization.
• Acts as a fallback.
• Triggers only if no client‑side signature exists.
• Ensures mobile devices and external systems use correct branding.

This dual‑rule approach gives:

• Guaranteed signature coverage
• Zero duplication
• Automatic enforcement
• Accurate branding

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Dynamic Plain-Text Signatures

Plain-text signatures:

• Do not support bold, colors, fonts, or layout
• Are a compliance fallback for mail clients that cannot process HTML
• Use CodeTwo’s {RT}…{/RT} tags so blank fields don’t leave empty lines

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Admin Notes & Best Practices

Signature Priorities

Server-side rules use rule priority. Ensure:

• “Outlook (client-side)” executes during composition
• “Server-side fallback” has lower priority so it triggers only when needed

Removing Old Signatures

You should enforce:

• Outlook policy disabling internal signature creation
• Training for users to delete older signatures from devices

Updating Templates

• HTML and plain-text versions must both exist
• Check device previews on mobile, desktop, and dark mode
• Use dynamic fields, not hard-coded text, whenever possible

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How Emails Are Processed

When a user sends an email:

If sent from Outlook Desktop, Web, or Mobile

1. Outlook add‑in inserts signature
2. Email is sent to Microsoft 365
3. CodeTwo detects existing signature
4. Server-side signature is skipped

If sent from third-party app without add-in

1. Email is sent without signature
2. CodeTwo server intercepts the message
3. Server-side rule injects signature
4. Email is delivered with correct signature & branding

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Troubleshooting for Admins

Users report duplicate signatures

• They still have a local signature in Outlook → remove it
• The client-side add-in is disabled
• A transport rule or third-party mail system modifies the email

Signature not appearing on mobile

• Check server-side rule scope
• Ensure user is licensed and synchronized
• Verify no conditional mail routing bypasses Exchange Online

Incorrect user data

• Check Azure AD attributes
• Verify user updates via user.codetwo.com
• Ensure directory sync timing has completed

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Summary

Strategic Systems uses CodeTwo in Combo Mode for maximum reliability.

This provides:

• Live signatures in Outlook
• Automatic fallback on mobile and external apps
• No duplication
• User self-service through CodeTwo portal
• Uniform company-wide branding

For questions or template updates, contact IT.