Cloudiway’s signature tool is provided for free to our customers. It features an easier and more efficient way to manage, maintain, and organize your company’s marketing signature for emails sent, forwarded/replied to from an Office 365 or Google tenant.
The product is assigning signatures based on group membership.
Deploying a signature is a 4 step process:
– Create your signature
– Create a group and add users to your group
– Create a profile: Assign a signature to a group
– Deploy the signature.
In the next chapters, we will explain in detail the full process to do it.
Overview:
You must first create or already have a connector.
For Cloudiway to apply the signature, it needs to be able to communicate with the tenant. To do this, Cloudiway uses a connector. You will need to set up a connector for either Office 365 or Google (G Suite).
In this admin guide, we are showing the steps to configure automatic connectors for Google and Office 365. You can create also manual-advanced connectors by following the steps in this article.
Create your Office 365 connector, set it as Source, and select Mail as the application product.
You can run the signature application for Office 365 tenants, using the default (automatic) connector.
With the automatic connector, you can use a nonadministrator account as long as the Grant Admin Consent is given by an administrator.
You have to fill in the users’ email address and password:
Pick your admin account to grant access and click accept:
Admin Role Group permission required:
The user creating the Office 365 connector must be a member of an Admin Role Group with the permission Application.Mailboxsetting.Re
To create or edit an Admin Role Group, use your tenant’s Exchange Admin Center.
Go to Roles, then Admin roles:
Click on “Add role group”
Set up the basics:
Select the permissions Application.Mailboxsetting.Re
Add as a member the user account that you are going to use for your connector.
Review the role group then click on “Add role group” and “Done”.
Create your Google connector, set it as Source, and select Mail as the application product.
You can run the signature application for Google tenants, using a connector that has been created with Cloudiway Google Service Account (automatic).
For an automatic connector, an administrator needs to add Cloudiway’s Client ID (114818336788408865729), in Google’s Admin console.
Add a new Client ID:
and the following feeds and click authorize to proceed.
https://www.googleapis.com/auth/admin.directory.user.readonly,
https://www.googleapis.com/auth/gmail.settings.basic,
https://www.googleapis.com/auth/gmail.settings.sharing,
https://www.googleapis.com/auth/gmail.readonly,
https://mail.google.com/,
https://www.googleapis.com/auth/admin.directory.group.readonly,
https://www.googleapis.com/auth/contacts.readonly,
https://apps-apis.google.com/a/feeds/user/,
https://apps-apis.google.com/a/feeds/groups/,
https://apps-apis.google.com/a/feeds/policies/,
https://www.googleapis.com/auth/contacts,
https://apps-apis.google.com/a/feeds/alias/,
https://www.googleapis.com/auth/admin.directory.user,
https://www.googleapis.com/auth/directory.readonly
Returning to Cloudiway’s platform add your domain name, example.com, and your admin’s email address, signature@example.com, in the Connector Configuration section, and click OK to complete the creation of the automatic connector.
Once the connector is created, you can create a new company signature by selecting the “Templates” menu item:
Create your new signature with the “New” button:
Fill in the name for the new signature that you want to create. You can optionally click the “Select template” button, to choose a pre-made available template, or you can create a signature without a pre-made template:
Each time you select a pre-made template, you will see a quick preview of the selected template.
After choosing one, click “Save” to proceed to the next step. The selected template format, fields, and content will be copied to your new signature, ready for editing if needed.
Detailed table for Office 365 and Google tenants on what is applicable and what is not:
| Contact Info | Office 365 | |
|---|---|---|
| firstName | Yes | Yes |
| lastName | Yes | Yes |
| jobTitle | Yes | Yes |
| officePhone | Yes | Yes |
| mobilePhone | Yes | Yes |
| companyName | No, you have to add the field {companyName} and the info in your template | No, you have to add the field {companyName} and the info in your template |
| fullAddress | No | Yes (you have to add the {fullAddress} field in your template and will be migrated the work address of the users) |
| streetAddress | Yes | No |
| postalCode | Yes | No |
| city | Yes | No |
| Yes | Yes | |
| country | Yes | No |
You can follow the detailed steps in this article, for editing your signature template.
Now that you have your connector and your template ready, you need to create a group where you will add the users of your tenant to whom you want to apply the signature.
The application deploys signatures based on group membership. You can create your group directly in the Cloudiway interface.
The group will not be created on your tenant but only in the platform.
On the tab “Groups”, click the “New” button.
Enter the “Group name” and select your “Connector” to proceed.
Note: Entering a group name that already exists on your tenant, will not affect your groups on your tenant but you will be able to pull the users that already are members of this group. To pull the existing groups from your tenant, follow the steps in this article.
You can add the users of your desire to the newly created group.
In the tab “Users”, click the “New” button:
In the pop-up window, fill in all the requested user details:
Note that the users that you will add to the group, must be already active users on your source tenant.
This will map a single user to be used later on.
Important Note:
When a user belongs to more than one group and you have pulled two of them, the signature that will be used for the user will be the first that you have applied. Relative warning below:
You can pull the pre-existing users in a group or you can upload users through a CSV file, by following the steps in this article.
After you have your template, group, and users ready, you must create a profile to apply the new signature to emails.
Click the “New” button:
Give a name to your profile, select the one that you want to use and the user group that will use it:
After creating the new profile, you can directly run the application or, in case you want to schedule a specific time to apply the new signatures to your users, you can click on the schedule before running it.
Click the “Scheduler” button:
Turn the toggle to the “enable” position and determine the date/time:
and click ok.
Now you can click the “run” button in your profile where you can start your application:
The status of the application progress can be updated by clicking the refresh button.
States during the application:
After the application is successful, the next time that you will try to send or reply/ forward an email, you will see the new signature appended.
Cloudiway provides an extensive help center with many resources, including common error messages, and video guides: https://help.cloudiway.com/
The help center also contains information on how you can ask for further support, should you require it.
If you didn’t find a response in this admin guide or the help center, please send a ticket from the HELP menu, then Support.
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