Disclaimer: central email signatures at the server

The Disclaimer module manages central email signatures, legal notices, advertising banners and campaigns in one place. All content is appended to outgoing messages server side at the gateway, independently of the email client or device.

Central overview of the signatures and assignments.

Server side instead of local

Signatures are created at send time on the server, not in the mailbox. Layout and legal footers therefore apply identically in Outlook, in webmail and on the smartphone. Setup on the endpoint is not needed, and local signatures can be switched off. This distinguishes the server-side signature from the cryptographic sender signature handled by SecureMail.

Data from Active Directory and HR

Placeholders such as name, title, phone and photo are filled at runtime from the directory, from Microsoft Entra ID or LDAP. Empty fields hide the corresponding line automatically. Central company data such as the commercial register and VAT ID comes from the Disclaimer configuration. Building templates is described in the signature editor.

Per business unit, subsidiary and site

Rules govern which template applies to which sender and recipient, by mailbox, group, domain, direction and language. Every subsidiary, every site and every business unit thereby receives the fitting signature including the correct legal footer. Details under rules and assignment.

Four building blocks per rule

A rule sets banner, signature, campaign and legal notice as independent building blocks. Every block is its own template with its own position and its own period. Marketing thereby maintains its campaign block without touching the signature or the legal text, and a trade fair banner expires on the due date by itself.

Layered disclaimer in a thread

A long legal text belongs on the first message, not on every reply. Through a follow-up template a compact signature applies to replies and forwards, while the first message carries the full disclaimer. That prevents stacked notices in long threads.

Legally compliant footers

Business emails of German companies need legal footers under section 37a HGB, section 35a GmbHG and section 80 AktG. Central management makes sure that every outgoing message carries these details. Every change is logged in an audit-proof manner under GDPR Art. 30. Implementation under legal footers.

For a live preview while writing, the Outlook add-in is available. The Disclaimer product page gives a compact product overview.