Signature Management

Manage signatures.Protect your brand.Company-wide.

Conbool Disclaimer manages email signatures centrally for your entire company. Consistent branding, centrally maintained legal details and automatic distribution to all employees.

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Email Signature Management: Software for Unified Signatures

Inconsistent email signatures damage your brand and jeopardize compliance. Conbool Disclaimer is the email signature software that manages signatures centrally, deploys them automatically, and ensures consistent branding across every email client.

The three biggest challenges with email signatures

Inconsistent Branding

Every employee styles their signature differently. Different fonts, colors, and logos convey an unprofessional impression and dilute your brand identity.

Manual Management Overhead

Signature updates for personnel changes, campaigns, or new contact details must be manually applied on every device and in every email client individually.

Brand Dilution

Without unified signatures, every employee presents a different brand identity. This weakens brand impact and undermines the professional appearance to customers and partners.

How Conbool Disclaimer manages signatures

Central control and automatic deployment for consistent email signatures across your entire organization.

Unified Template Management

Create signature templates in the visual editor and assign them to departments, groups or individuals through rules. Changes then apply company-wide.

Brand Templates

Create signature templates with your logo, colours and fonts, consistent in every outbound email through the mail flow.

Department Rules

Define different signatures for departments, locations, or roles. Marketing gets different signatures than sales or executive management.

Preview

Check signatures in the preview before activation, as HTML and plain text, with a sample sender from the directory.

Campaigns and clicks

Add marketing banners and calls to action to signatures. Clicks can be counted per template in the portal, without tracking pixels.

Directory connection

Employee data comes automatically from Entra ID, on-premises Active Directory or LDAP. Name, title, phone number and department are carried into signatures.

Why central signature management beats Outlook templates

Outlook templates and manual signatures don't scale. Conbool Disclaimer automates the entire process.

No manual maintenance

Signature changes are made centrally and deployed automatically. No employee needs to update their own signature.

The same in every mail client

Through the mail flow every message receives the same signature, whether from Outlook desktop, Outlook on the web, Apple Mail or a phone. A plain-text version is generated as well.

Always up to date

Staff changes and new phone numbers are picked up by the directory sync, and changed company data applies to all signatures once saved.

Legal details maintained centrally

Legal details required by German commercial and company law come from the central company data into every signature. Once stored correctly, they appear in every message through the mail flow.

Anatomy of a message

Four building blocks, maintained separately.

Marketing maintains the campaign, legal the notice, IT the rules. Nobody touches anyone else's template, and a trade fair banner expires on its end date by itself.

To
Subject
1Banner

Message body

2Signature
3Campaign
Time window per block
4Legal notice

Quoted thread

  1. 1

    Banner

    Always at the top. Room for an event or a notice about external senders.

  2. 2

    Signature

    Name, title, direct line and photo from the directory. Empty fields hide their line.

  3. 3

    Campaign

    Its own block with its own time window. It follows the block before it, at the top below the banner or at the bottom below the signature.

  4. 4

    Legal notice

    Legal details from the central company data, either right after the signature or after the whole thread.

Time window per blockPosition per blockShort version for repliesTemplate per language

Sent Items

Your own copy looks like the recipient's.

Exchange stores the copy when you hit send, before any server-side signature can be added. That affects every server-side signature, whichever the vendor. Conbool therefore adds the signature in the mailbox after delivery.

  1. 1

    Send in Outlook

  2. 2

    Exchange stores the copy in Sent Items, still without signature

  3. 3

    Conbool adds the building blocks and delivers

  4. 4

    The copy receives the same signature

The original is never deleted
Separate consent, apart from the connection
Only delivered messages are updated

Requires Microsoft 365 with a connected organisation and a separately granted consent. If the signature is inserted by the Outlook add-in, it is already in the copy while composing.

FAQ

Does signature management work with Microsoft 365?
Yes. Signatures are applied server-side, so they appear consistently in Outlook desktop, Outlook on the web and the Outlook mobile app.
How are signatures deployed to employees?
Signatures are automatically applied server-side to outgoing emails. Employees don't need to install or configure anything. Deployment happens immediately after activating a signature template.
Can different departments have different signatures?
Yes. You can create as many signature templates as needed and assign them to specific departments, locations, roles, or individual employees via rules. Assignment can also be automated through Active Directory groups.
How quickly do signature changes take effect?
Once saved, the new template applies to subsequent messages through the mail flow. In the Outlook add-in it can take a few minutes for the new version to appear.
Can I embed marketing banners in signatures?
Yes. You can add campaign banners with their own time window and control them by sender group, domain or recipient through rules. Clicks are counted per template in the portal; opens are not, because Conbool sets no tracking pixel.
What legal mandatory information is automatically included?
The central company data has fields for company name, legal form, registered office, register court, register number, authorised representatives and the general partner. Once maintained, templates insert them automatically. Which details your legal form requires should be checked beforehand.
Can we manage signatures without changing our mail route?
Yes. Next to the server-side route there is a mode that runs through the Outlook add-in alone. It needs no MX change, no SPF record and no DKIM key from Conbool; the domain is enabled without delivery rights, proven through the connected Microsoft 365 tenant or a TXT record. The signature is created in the mailbox while the message is being written, and the content stays inside Microsoft 365. Worth knowing: this mode applies in Outlook only and to Exchange Online mailboxes only, it knows no rules with banners and campaigns, and it can be edited in the mailbox. For unalterable statutory details the server-side route stays the choice, and moving there later takes no rebuild.

Manage email signatures professionally, starting today.

Try Conbool Disclaimer free for 30 days and unify your email signatures.

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