The signature in the copy in the Sent Items folder
Why your own copy of a sent message initially has no signature and how Conbool adds it afterwards.
The recipient sees the signature, the sender in their own Sent Items folder initially does not. That is not down to the template and not to the rule, but to the order of events: Exchange files the copy in Sent Items at send time, that is before the message leaves the server through the send connector and arrives at Conbool. Whatever is appended afterwards is in the delivered message, not in the copy already filed.
This affects every server-side signature, regardless of vendor, and cannot be solved in the mail flow itself.
What Conbool does
Once the message is delivered, Conbool looks for the corresponding copy in the sender's mailbox and adds the same signature to it. Afterwards the sender sees the same message in Sent Items as their recipient.
The following applies:
- It is found through the message ID. If there is not exactly one matching entry in the Sent Items folder, nothing happens.
- The original is never deleted. As a rule the existing copy is amended, and time stamp, conversation, attachments and read state stay unchanged. If it exceptionally has to be filed anew, that happens only after the new version is confirmed; the old one then moves into the recoverable items and stays reachable for the user there.
- Only what was actually sent is amended. A message that could not be delivered stays untouched.
- Encrypted messages stay readable. What goes into your own folder is the version with the signature, not the encrypted send version.
Prerequisites
- Microsoft 365 with a connected organisation. For mailboxes outside Microsoft 365 the function is not available.
- A separate consent from your organisation. It is granted separately from the connection so that nobody grants it in passing: an application that may change a copy in the mailbox is a trust step of its own.
- The switch in the settings. Without it no mailbox is touched.
Setting it up
- In the settings, open the Disclaimer area.
- In the "Copy in the Sent Items folder" section, click Grant consent. An administrator of your organisation confirms the access at Microsoft.
- Then Check permission. The state changes to "Permission granted".
- Switch on Add the signature in Sent Items and save.
The same section shows what happened last: per message the time, the mailbox and the result. That is the fastest way to see whether the function is working.
What you can see
| Message | Meaning |
|---|---|
| Signature added | The copy carries the signature. |
| Already done | The copy carried it already, for instance after a second attempt. |
| Copy not found | No unambiguous entry was found in the Sent Items folder. Common for messages that were not sent through Outlook. |
| Permission missing | The consent of your organisation is not, or no longer, in place. |
| No Microsoft connection | No Microsoft 365 organisation is connected for this tenant. |
Limits
- Microsoft 365 only. For mailboxes at other providers there is no comparable path.
- Very large messages can in individual cases not be filed anew. The copy then stays unchanged, and delivery is unaffected.
- If the signature goes into the message through the Outlook add-in, there is nothing to add: it is in the text there while the message is being written.