If your users prefer to have signatures visible in the notes client before the emails are sent, the signature should be configured as a 'Local Signature'. Follow these steps to configure a local signature.

Create a New Signature Configuration

Create a new email signature configuration document

Open the Crossware Mail Signature configuration database (esig.nsf) in the Lotus Notes client. From the 'Signature Configuration' view, click on the "New Email Signature" action button.

signature configuration document will appear.

Populate the configration document

Click on the 'Advanced' tab, click on the "Server Signatures" button to OFF. This will disable the signature from being appended server side.

Give the new configuration a "Selection/Group Name" (Since this is a local signature an address book group is not required).

Add a plain text description (optional).

Set up your signature in the "Signature Text" field (between the blue lines) and add your look-ups.

Close the document and select 'Save" when prompted.

Create a Local Signatures "User Configuration"

From the navigator, open the view "Local Signatures" -> "User Configuration".

Create a new configuration by clicking on the action "New Config".



In the configuration document, enter a descriptive name in the "Config Name" field.

Give the configuration document a description (this is optional).

Select the type of clients this configuration document will support.

NB. In Version 8.5 of Lotus Note and above, the users local signatures are no longer a HTML file stored locally but is now a rich text field stored in the users "Calendar Profile" document.

There are 3 options:

i. Pre 8.5 Users - an email will be set to the user with a button they have to click. This will copy the generated HTML file to their PC and set up the iNotes signatures.
ii. Post 8.5 Users - The signature will be automatically applied to the user Calendar Profile when the esig task runs.
iii. Auto - the application will attempt to detect the type of client based on the template name used in their mail file.

In the "User Signature" field, select the signature you created in Section 1.

Close the document and select 'Save" when prompted.

Create your first user who will have a Local Signature

NB. This part can be automated using a program document and address book group but for the initial set up we will manually create our first user.

From the navigator open the view "Local Signatures" -> "User Logs"

Create a new user by clicking on the "New User" action bar button.

Select the user who this configuration applied to.

Select the configuration created in Section 2.

Close the document and select 'Save" when prompted.

Push the signature to the new users

Open the "User Log" view and highlight the user in the view.
Click on the "Generate User" action button. A console command will be issued to the server.
Refresh the "User Log" view. Once the esig task has finished the view will be updated showing the status.



NOTE - Users may receive ECL warnings when executing the installation agent in the email. You should set up a security policy to stop the warnings.

5. Check the new signature

Depending on the type of signature selected, Pre 8.5 or Post 8.5.

Pre 8.5 Signature

Check your inbox for an email - the esig task should have sent an email with a button.

Open the email and click the button, this will install the signature.

Create a new email and check the signature.

NB - The setting changes are in the "Calendar Profile" and Lotus Notes caches these settings. You may need to close you mail file and re-open it to see the changes.
If you have the admin or designer client open, you may need to restart your notes client.

Post 8.5 Signature

The signature should have automatically been applied to your "Calendar Profile", create a new email and check your signature.

NB. The setting changes are in the Calendar Profile and Lotus Notes caches these settings. You may need to close you mail file (and any open emails) and re-open it to see the changes.

If you have the admin or designer client open, you may need to restart your notes client.

Automatic updates and New users

The esig task can automatically create new "User Log" documents for new group members and check for updates in signatures using a program document and a group from the address book.

Open the "User Configuration" document created in section 2.(In the view Local Signatures -> User Configuration)

Select a group from the address book which contains the users which you want to have monitored signature changes.
NB. If the "User Log" Document for a user in the group does not exist then it will be automatically created and assigned the User Configuration.

Create a program document to execute the esig task periodically for changes.(see screen shot on how to fill this out)