To create a new signature open the Signature Application database esig.nsf and select the view 'Signature Parameters', click on the Action 'New Email Signature'.
A new signature configuration document will be created.
Signature Configuration
Signature Type
A signature configuration can either be the DEFAULT or assigned to a GROUP.
When an e-mail is sent the signature application will examine each configuration document 'group' and if the user is found in one of the GROUPS the signature will be appended. No other signatures will be applied.
If DEFAULT is selected, then all outgoing e-mails will automatically be appended with a signature if not already assigned a signature.
Selection / Group Name
The signature within this configuration can be applied to a group from the Domino Address Book, or a particular user, if the Full Name is used eg David Spence/Crossware. Or, wildcards (*) can be used to select the OU (eg */Crossware) or Country (*/NZ/Country) of certain users.
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This is a new feature is Version 2.896. There are two possible options :-
Main Signature Only (Default)
With this option only the signature defined in this configuration document will be applied to e-mails.Main and Linked
With this option the main signature will be applied first followed by the sub-signatures . An action is provided to select the sub-signatures. The sub-signatures will be evaluated and appended based on their order in the view.Linked Only
With this option only sub-signatures will be appended.Example Sub Signatures
Unsign Emails (V2.916 and Above)
When set, this option will unsign the email if the the user has signed the email. If an email is signed, adding the signature would result in 'This document has been modified since signing' warnings. If this option is not set the signature application will NOT appended a signature to signed emails.Character Set
Defines which character set will be used for MIME e-mails. Rich text e-mails are not affected by this option.Encoding
Defines the encoding type of MIME e-mails. Rich text e-mails are not affected by this option.Allows you to import a HTML file for MIME e-mails rather that allowing Lotus Notes to perform the conversion.
Signature Definition
Signature Text/Images
Once you have set the signature configuration you can now create the signature, the document contains a rich text field in which you can create your signature.The signature can contain formatted text and embedded images. URL Hotsports (for links) etc.
NOTES :-
1. Tables within the signature are not recommended. This is because the rich text to MIME convertion by Lotus Notes can result in malformed tables when viewed in HTML. It is recommended that you test signatures using the Test actions before release.
2. The signature does not support attachments.
Inserting Lookups
Lookups allow information that is dependent on the user to be inserted into the signature.To insert a lookup place the cursor at the location in the 'Rich text field' where you want the retrieved data to be inserted and click the 'Insert Lookup' action button.
You will then be prompted to select the Lookup. Once selected, the Lookup text will be inserted into the rich text field. This text is simply normal text and should not be modified in any way.
NOTES :-
1. Do not change the font in the middle of a lookup. This will cause the MIME version to become corrupted and the lookup to fail. If this happens, remove the lookup text and re-insert it.
Saving
Once you have created your signature save the configuration document and close the document using the 'Close' button.Your signature is now ready to use.
Example :-
