Routing & Rules

After you have created your templates, Routing is the control center. Here you precisely define who (sender), to whom (recipient), when (time period) receives which signature.

The system processes a priority list: the topmost matching rule wins.

Creating a New Route

Go to Disclaimer > Routing and click the + plus icon. A wizard guides you through the 6 configuration steps.

1. Direction

First, decide on the traffic flow:

• Outgoing (Default): For emails that your employees send to external recipients or customers. Classic signatures apply here.
• Incoming: For emails coming into your organization from outside.
  • Use case: Warning notices like "Caution: External email" or automatic disclaimers for incoming support tickets.

2. Mailboxes (Who and to Whom?)

Here you filter granularly which communication the rule should apply to. You can define conditions for senders and recipients.

• All Mailboxes: The rule applies globally.
• Individual Address: Applies only to specific users (e.g., ceo@company.com).
• Group: Applies to entire departments (e.g., "Sales Team"). This requires that groups are maintained in your directory service.

Logic: You can define whether an address matches (Match) or does not match (Exclude). For example, you can create a rule for "All" but explicitly exclude "Support".

3. Template & Languages

This is the most important step. Here you link the design with the route.

Language Logic: Add the desired languages via + Add Language (e.g., German and English). Conbool later checks which language is relevant for the recipient.

Signature Control (First vs. Follow-up Message): To avoid endlessly long email threads ("signature towers"), you can distinguish:

• First Message: Typically uses the full, large signature including logo and disclaimer.
• Follow-up Message: For replies in the same thread, you often choose a shortened variant (e.g., just "Best regards, John Smith").

Placement:

• Below the latest message: The standard for normal communication. The signature appears directly below your reply.
• At the bottom of the thread: The disclaimer is appended to the end of the entire email chain.

4. Exceptions (Bypass)

Here you define "triggers" that prevent a signature from being appended. This is useful to avoid conflicts.

Conditions: You can scan the Subject, the Body (text content), or the Header.

• Example: If the subject contains "Ticket#", no disclaimer should be appended to avoid confusing the ticketing system.
• Options: You can ignore case sensitivity or search for whole words only.

5. Schedule (Campaigns)

Control when the rule is active.

• Always: The default setting for permanent signatures.
• Restrict Time Period: Ideal for seasonal marketing campaigns.
  • Example: A banner "Visit us at the trade show" that automatically disappears the day after the event.

6. Completion & Priority

After saving, the rule appears in the overview list.

Important: Priority (Index) The system processes the list from top to bottom.

• As soon as a rule matches an email ("First Match"), it is applied and processing stops.
• Tip: Always place specific rules (e.g., "Only for CEO") above the general rules (e.g., "All Employees") so they are not "swallowed" by the general rule.