#FAQ

#General

Do users have to do anything? No. The add-in or agent inserts the signature automatically. Users only need Outlook signed in with their work account.

Where does the data in the signature come from? From Microsoft Entra ID (name, title, department, phone, e-mail, company, office, extension attributes) and from the organization data you maintain in the portal. To change a user's title, change it in Entra ID / AD.

How quickly do changes reach users? Publishing takes effect with the user's next new message (add-in) or the agent's next run (at sign-in and every 4 hours). Directory changes are picked up at the next sync (every 60 minutes).

Can different people get different signatures? Yes, through rules: by Entra group, individual people, company, department or e-mail domain.

Can I use my existing signature design? Yes — import it or paste your HTML.

Can I have a different signature for replies? Yes. Fill the Replies and forwards tab; if it is empty, the new-mail signature is used.

Can I use several languages? Create one signature per language and select them with rules, or store the translated title in an extension attribute (for example extensionAttribute3) and print {{ user.ext.ext3 }}.

Does it support shared mailboxes? Signatures are chosen by the identity of the person signed in to Outlook. Test shared mailboxes in your pilot and decide per case whether the add-in or the transport rule covers them.

#Licensing

Is there a free trial? Yes: 30 days, all features, up to 50 active users, starting automatically. See Licensing.

What happens when the license expires? Published signatures keep working; only changes in the portal are locked until a new key is applied.

#Users and access

Who can publish signatures? Admins and Owners. Editors prepare drafts and submit them for review.

A colleague can't sign in. They need an Entra account, a SignetMail role (Access page) and, if enabled, an assignment on the Enterprise application. See Troubleshooting.

Can I limit the portal to the office network? Yes: set PORTAL_ALLOWED_IPS in .env. The add-in and the click redirect remain public because Microsoft and recipients must reach them.

#Campaigns and privacy

Are e-mail opens tracked? No, deliberately. Only insertions and clicks are counted, as daily totals without personal data.

Why are my click numbers lower than my analytics? SignetMail filters link scanners and bots from counts. Your web analytics may count them.

#Technical

Which Outlook versions are supported? New Outlook for Windows, Outlook on the web and Outlook for Mac through the add-in; classic Outlook for Windows through the add-in (where supported) or the agent. Mobile apps through the optional transport rule.

What if the SignetMail server is down? The add-in inserts the last cached signature. The agent leaves the existing signature files in place. No e-mail is blocked, because SignetMail is not in the mail path (except the optional transport rule, which is Exchange-side).

Where is the data stored? In the data/ folder on your server: SQLite database and uploaded images. Nothing is sent to third parties; the only outbound connections are to Microsoft (sign-in and Graph) and Let's Encrypt.

Can it run for several customers? One instance serves one Entra tenant. For several companies in different tenants, run one instance per tenant. Several companies inside one tenant are modelled as organizations in the tree.

How do I get the Windows agent? From the CI artifact signetmail-agent-win-x64 of the repository; see Windows agent.

Is there an API? /api/v1/signature serves the signed-in user's own signature to the add-in and agent. The portal API under /api/portal/ is internal and may change.

#Glossary