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#SignetMail documentation

SignetMail manages e-mail signatures centrally for Microsoft 365, on-premises Exchange and Google Workspace (Gmail). Employee data comes from Microsoft Entra ID (or Active Directory), the signature is rendered from a template you design in a web portal, and it is delivered into Outlook automatically — so every employee's signature is correct, consistent and always up to date, without anyone copy-pasting HTML.

This documentation explains how everything works and how to configure it, step by step. It is written for three kinds of readers:

You are… Start here
An administrator installing or running SignetMail Requirements, Installing the server, Microsoft Entra setup or Google Workspace setup, Operations
A signature owner (marketing, communications, IT) designing signatures First steps, Signatures, Template reference, Rules, Campaigns
A buyer or Owner wanting to know about trial, users and license keys Licensing
An end user who just wants to know why their signature looks the way it does Delivery to Outlook, FAQ

#What you can do with SignetMail

  • One source of truth. Name, job title, department, phone and e-mail come from your directory. Change them in Entra ID and signatures follow — nobody edits signatures by hand.
  • Visual and code editing. Design signatures with a visual editor, or write HTML/CSS and Liquid code. A live preview shows the result for any real person in your directory.
  • Organizations with inheritance. Model a group of companies as a tree (for example Group → Company → Division). Logo, address, colour and custom fields are inherited and only overridden where they differ.
  • Versions and approvals. Editors prepare drafts, administrators review and publish. Every publication is an immutable version you can inspect and roll back to.
  • Rules. Decide who gets which signature: everyone, specific Entra groups or people, or by company, department or e-mail domain. A "Who gets which signature" check shows the result for any person before you change anything.
  • Campaigns. Add a promotional banner to the signatures of chosen people for a chosen period, with privacy-friendly statistics (inserted, clicks) and no tracking of recipients.
  • Several delivery channels. An Outlook add-in (new Outlook, Outlook on the web, Mac), a Windows agent for classic Outlook, an optional Exchange transport rule for mobile devices, and — for Google Workspace — signatures written straight into Gmail.
  • Audit trail. Every change — who, when, what — is recorded.
  • Secure by design. Hardened server, HTTPS, role-based access, Entra sign-in with MFA, encrypted backups. See Security.

#The shortest path to a working system

  1. Get a server and DNS name and start the containers.
  2. Register the application in Microsoft Entra ID and grant admin consent.
  3. Sign in to the portal, fill in your organization's data and publish your first signature.
  4. Deploy the Outlook add-in to your users.
  5. Optionally add rules, campaigns and the Windows agent.

Tip. Use the search box at the top of every page to find a setting by name, for example PORTAL_ALLOWED_IPS or Group.Read.All.

#Conventions used in this documentation

  • Monospaced text is something you type, a file name, a setting or a value shown in the product.
  • Paths and commands starting with sudo are run on the Linux server; PowerShell snippets run on Windows.
  • <host> stands for the public name of your SignetMail server, for example app.example.com.
  • Menu paths such as Entra ID → App registrations → New registration describe where to click in the Microsoft portals.
  • Boxes marked Note, Tip, Warning call out things worth reading twice.
SignetMail documentation · version main