14.3 Adding a Global Signature to Users’ Messages

You can build a list of globally available signatures to be automatically appended to messages sent by GroupWise client users. Global signatures are created in HTML format. For users who prefer the Plain Text compose view in the GroupWise client, a plain text version of the signature is appended instead of the HTML version. When this occurs, HTML formatting and embedded images are lost, but you can customize the plain text version as needed to compensate for the loss of HTML formatting.

For Windows client users, the global signature is appended by the client to messages after any personal signatures that users create for themselves. It is appended after the user clicks Send. If S/MIME encryption is enabled, the global signature is encrypted along with the rest of the message. Windows client users can choose whether global signatures are appended only for recipients outside the local GroupWise system or for all recipients, local as well as external. For Windows client users, you can assign a global signature based on users, resources, post offices, and domains.

For all client users, the Internet Agent can append global signatures to the end of messages for recipients outside the local GroupWise system. However, the Internet Agent does not append global signatures to S/MIME-encoded messages, nor does it duplicate global signatures already appended by the Windows client. You can assign a default global signature for all users in your system and then override that default by editing the properties of each Internet Agent object

NOTE:If a user sends a message with a subject only (no message body), a global signature is not appended. This is working as designed. The presence of a global signature on a message with an empty message body would prevent the Internet Agent /flatfwd switch from functioning correctly.

14.3.1 Creating Global Signatures

  1. Click Tools > GroupWise System Operations > Global Signatures.

    Global Signatures list dialog box

  2. Click Create to create a new global signature.

    Global Signatures create dialog box

  3. Specify a descriptive name for the signature.

  4. Compose the signature using the using the basic HTML editing tools provided, then click OK to add the new signature to the list in the Global Signatures dialog box.

  5. If you want to check or edit the text version of the signature that was automatically generated:

    1. Select the new signature, then click Edit.

    2. Modify the text version of the signature as needed, then click OK.

  6. Click OK in the Global Signatures list dialog box to save the list.

14.3.2 Selecting a Default Global Signature for All Outgoing Messages

If you want the Internet Agent to append a global signature to all outgoing messages:

  1. Click Tools > GroupWise System Operations > Global Signatures.

  2. Click Settings.

    Global Signature Settings dialog box

  3. In the drop-down list, select the default global signature, then click OK.

14.3.3 Assigning Global Signatures to Internet Agents

If your organization needs more than one global signature on outgoing messages, you can assign different global signatures to Internet Agents as needed.

  1. Browse to and right-click an Internet Agent object, then click Properties.

  2. Click SMTP/MIME > Message Formatting.

    Message Formatting property page of the Internet Agent object

  3. Under Default Global Signature to Insert in Outbound Messages, select Override, then select the global signature that you want this Internet Agent to append to messages.

  4. Click OK to save the setting.

14.3.4 Assigning Global Signatures to Windows Client Users

For Windows client users, you can assign different global signatures to different sets of users by domain, post office, and individual user.

A global signature set at the post office level overrides the global signature set at the domain level. A global signature set at the user level overrides the global signature set at the post office and domain level.

  1. Browse to and select the domain, post office, or set of users to which you want to assign a global signature.

  2. Click Tools > GroupWise Utilities > Client Options.

  3. Double-click Send, then click Global Signature.

    Send Options dialog box

  4. In the Global Signature drop-down list, select the global signature that you want to use.

    By default, the selected signature is applied only to messages that are being sent outside your GroupWise system.

  5. Select Apply Signature to All Messages if you want to also use global signatures internally.

  6. Click OK to save the settings.

14.3.5 Excluding Global Signatures

You might have a domain, post office, or set of users where you do not want the global signature to be added to messages. You can suppress global signatures at the domain, post office, or user level.

  1. Browse to and select the domain, post office, or users for which you want to suppress a global signature.

  2. Click Tools > GroupWise Utilities > Client Options.

  3. Double-click Send, then click Global Signature.

  4. In the Global Signature drop-down list, select <None>, then click OK.