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Manage server-side e-mail signatures with Policy Patrol 5

While the basic tools with Microsoft Exchange are good enough for most implementations, sometimes organizations need additional configuration options for compliance reasons or branding guidelines. Tools such as Policy Patrol can help make the management side of these operating guidelines more intuitive.

The e-mail signature in Microsoft Exchange is difficult to manage. Users often make their own signatures, which may be in violation of company policy. This can include everything from improper use of logos, title misrepresentation, and even incorrect data. One way to manage this process is to put in server-side rules. Red Earth Software's Policy Patrol 5 is one of the tools available for managing server-side e-mail signatures in Microsoft Exchange environments.

We've all seen e-mails that come from an organization where all the signatures look the same? That is a nice branding in my opinion. Among its other features, Policy Patrol has a rather advanced signature builder. It can drop in images, custom Active Directory fields, different behavior for new messages vs. replies, company logos, disclaimer text, and time-sensitive messages (such as a sale on the company Web site). Figure A shows a signature being built for a server-side configuration using Policy Patrol 5. Figure A

Figure A

Click image to enlarge.

Pricing

Policy Patrol, as well as other tools in this space, are generally priced by user count and then increase with the price per user decreasing as tiers are crossed. List price for Policy Patrol 5 for 1,000 mailboxes and one year of maintenance is $1,004, which is barely more than $1 per mailbox per year. This is a good value for the functionality provided.

What do you do?

How do you manage e-mail signatures and disclaimer text with Exchange? Share your feedback in the discussion.

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About

Rick Vanover is a software strategy specialist for Veeam Software, based in Columbus, Ohio. Rick has years of IT experience and focuses on virtualization, Windows-based server administration, and system hardware.

15 comments
sk_5910
sk_5910

What mis-information - the price is more than twice that quoted in the article (bit more research/editing before publishing next time)

tgoldsberry
tgoldsberry

Pricing for Policy Patrol 5 Disclaimers is actually $2994 for 1000 mailboxes and 1 year maintenance according to their website.

todd.guidi
todd.guidi

I currently create and manage the signatures for our company but that does not prevent users from changing items in the signatures even though our policy states that they are not allowed to do so. I will look into this one for sure.

mark.naylor
mark.naylor

This looks an excellent product. Im fed up of the inconsistant signatures people have on their outlooks and the ability to centrally manage looks the business. Does anyone know of any other similar products they can recommend so that i can look at a few offerings?

kevin2kin
kevin2kin

We have managed around 10000 Mailboxes Signature using VB Scripts.All we need is to execute the VB Scripts during the Logon of the user and enforce NO change of EMAIL Signature using Group Policies...If anyone wants the script contact me. Regards, Hari

smason
smason

We use Adolsign http://www.itefix.no/ Run from the system login script, it pulls the user's name, title and phone number and puts it into the Outlook signature along with the company name address and stupid disclaimer. If a user makes a change (they're not supposed to) it gets replaced every login.

cschick
cschick

We use a product by Exclaimer, mail utilities. (http://www.exclaimer.com/). Very helpful. It even has a built in method of deploy your custom disclaimers to other exchange servers in a clustered environment.

Steven Nel
Steven Nel

Hi, could you please send me the script?

klapper
klapper

It seems to me that would only work when using Domain computers and MS Outlook. Would that work if using a non-Domain computer or OWA?

maginsky
maginsky

I'd be interested in seeing the vbscript you referred to. Thx.

e.anzaldua
e.anzaldua

hari, what is yuor email address? it doesnt show your complete email above

smason
smason

I meant to say it uses variables, for name, phone number and pulls the info from Active Directory.

Spitfire_Sysop
Spitfire_Sysop

Why not just post the script for the Republic? If you are so kind. I would like it too.

kevin2kin
kevin2kin

Here is my Email Address. Kevin2kin@yahoo.co.in or Harishankarramanathan@gmail.com