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Email Disclaimers & Signatures Module
Use Policy Patrol to easily add email disclaimers and signatures to email messages.
Email is an essential business tool that not many companies can do without. However, after several high profile lawsuits with multi-million dollar penalties concerning the contents of corporate emails, companies are increasingly aware that simply by using email they are exposing themselves to a number of legal threats. One of the ways in which to minimize these legal risks is to add a disclaimer to every email that is sent on or from the company network.
The legal benefits of a disclaimer tool are clear. Just as important can be the brand image benefits. When each employee's email consistently uses email disclaimers and signatures in a professional and sophisticated manner, your company presents itself as a top-tier brand and organization. That image boost doesn't require the high-cost of employees making manual changes to signatures and disclaimers.
With Policy Patrol Disclaimers, it can be set up once and done automatically
Policy Patrol Disclaimers includes advanced disclaimer and signature features offering formatted, user-based disclaimers applied to internal as well as external messages.
Benefits
- Minimize legal risks regarding email contents
- Aid compliance with UK Companies ACT, IRS Circular 230, HIPAA, anti-spam regulations and others
- Protect confidentiality with appropriate disclaimers
- Increase strength of disclaimers by adding specific disclaimers for certain users or departments
- Project a uniform, professional corporate appearance by standardizing signatures and automatically adapting signatures and disclaimers to varied first email, reply and situational applications
- Utilize emails as marketing tools by adding taglines or seasonal messages
Features
Global disclaimers
Policy Patrol allows you to define global disclaimers that are added to every email.
User-based disclaimers
You can also configure disclaimers to be added only to emails from specified users, groups or domains. You can even add a specific disclaimer based on a user's Active Directory attribute.
Condition-based disclaimers
You can add or suppress a particular disclaimer depending on a condition. Some examples of conditions are a particular sender or recipient, the existence of an attachment, or a specific word in the subject or body. You also can set up internal codes in the subject field to trigger certain disclaimers. Policy Patrol Disclaimers will automatically remove the code before the message is sent.
Apply different internal and external disclaimers
Policy Patrol Disclaimers can distinguish between internally and externally sent email messages, enabling you to add different disclaimers to each (requires Exchange Server 2007, 2003 or 2000).
Send blind copies
Policy Patrol Disclaimers can send a blind copy of messages to a specified mailbox to document that a disclaimer was added.
Auto replies
Policy Patrol Disclaimers allows you to send auto replies for existing users and for employees who have left the company.
Merge fields
You can use merge fields such as user name, telephone number and email address in your disclaimer or signature. These fields are automatically replaced with the sender's Active Directory information. Policy Patrol Disclaimers includes several standard Active Directory fields and allows you to configure custom fields. Policy Patrol Disclaimers can also retrieve user information from Exchange Server 5.5 or Lotus Domino. In addition to Active Directory fields, you can make use of fields taken from the message, such as date, recipient email address and recipient name.
Different disclaimer or signature on replies
Policy Patrol Disclaimers allows you to add a more extensive signature on your first email (for instance including your complete address) and then a shorter one on each following email (for example, only your name, company name and phone number).
Place signature after most recent text on replies
Policy Patrol Disclaimers can place the signature or disclaimer after the most recently entered message text on replies and forwarded messages. This avoids all the signatures being added to the bottom of the email. And, of course, you have the option to place disclaimers and signatures at the top or bottom of the email.
Avoid multiple disclaimers
By searching messages for an existing disclaimer, Policy Patrol Disclaimers can avoid adding multiple disclaimers when replying or forwarding.
Disclaimers with link
Policy Patrol Disclaimers can add a disclaimer at the top of the message that links to a disclaimer at the bottom of the email. The bottom disclaimer can be added only once while the top disclaimer can be added each time the message is replied to or forwarded.
Formatted disclaimers with pictures and tables
You can include pictures and tables in your disclaimers and signatures. You can also apply formatting, such as font type, size, color, bold and underlining. For HTML disclaimers, you can edit the HTML source, which gives you the freedom to format your disclaimers as you wish. If the disclaimer is added to a plain text email, Policy Patrol Disclaimers appropriately does not to include formatting. You can also add a disclaimer as a plain text attachment to the message, instead of putting the disclaimer within the email message.
Email branding
Policy Patrol Disclaimers allows you to format your outgoing emails using an HTML template, giving your email communications a professional look. Email branding is more than just pleasing to the eye; it improves readability and creates a new marketing opportunity. Policy Patrol Disclaimers ships with several sample templates.
Support for encrypted and digitally signed emails
Policy Patrol Disclaimers can add or suppress disclaimers for PGP and S/MIME encrypted or digitally signed emails.
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