OUTLOOK / OFFICE 365 DEPLOYMENT SOFTWARE - PROCESS OVERVIEW
Our "Outlook / Office 365 Deployment Software" (for Outlook 2007, 2010, 2103, 2016 and Office 365) is a workstation-based software application that:
ADDITIONAL BACKGROUND INFORMATION: The web-page you're looking at skips over the essential steps of creating the email signatures. Here's an overview of our design & HTML coding process, and here's an overview and live demonstration of our online management portal.
SYNCHRONIZATION BETWEEN OUR PORTAL AND OUTLOOK
After accomplishing its initial task of installing and locking the user's signature, the Outlook Deployment Software runs in the background for the sole purpose of periodically checking for updates to the user's signature. It does this by querying our server on a schedule and looking to see if the user's signature has been updated since the last successful download of the signature. In most cases the result will be no change / no download. However, when a change has occurred to the user's signature it will be downloaded and will replace the current default signature.
There are two scenarios where the user's signature will have changed:
REMOTE DEPLOYMENT VIA GROUP POLICY, MS SCCM, ZENWORKS, SYMANTEC ENDPOINT MANAGEMENT PORTAL
The Administrative version of our software is designed for push deployment via tools like Microsoft System Center Configuration Manager (MS SCCM) or third party tools, such as ZenWorks or Symantec Endpoint Management Portal.
Once deployed to a user's workstation, our software will do nothing (when installed in admin mode) if the user has not yet created an email signature using our portal. However, once they use the portal to create their signature, the Outlook Deployment Software will:
Modifications by us can apply to all of your signatures, or to just a particular location, for instance, if an office is moving we can add an announcement before and after the move so that people will be aware of this.
KEY FEATURE #1 - ENCOURAGED / ENFORCED COMPLIANCE
Upon completion of the Outlook Deployment Tool software installation, the user's default signature will be automatically reset to the standardized signature at least once a day, making it difficult and impractical for them to use a non-approved signature over the long term. Any lasting updates that the user needs to make to their signature will have be done through our portal, thus ensuring continued compliance with your corporate standards.
Further enforcement can be achieved through the use of a "group policy" that locks out user's access to their signature dialog in Outlook.
KEY FEATURE #2 - DATA MANAGEMENT WHERE IT BELONGS - WITH USERS (OR HUMAN RESOURCES)
If you fill out a data entry form for yourself - name, title, address, email, phone number, etc. - it's easy. If you're asked to fill it out for someone else - spouse, sibling, coworker - it's suddenly much harder. People know their own contact information! Asking them to type it in for the purposes of creating their email signature is not an excessive request - it's a smart one.
Virtually all other enterprise email signature services rely on Active Directory to populate the email signatures. Even if your Active Directory is perfectly maintained this approach often falls short. Why? Because a good email signature program is likely to request some user information that is not in AD:
We do understand that some companies do not want to entrust the content of email signatures directly to employees (generally we hear concerns over people inaccurately stating their titles). In this case we'll generally recommend that the link to the email signature not be released to employees, and that the HR department manages the signatures via this two step approach:
KEY FEATURE #3 - FULL SERVICE CAMPAIGN MANAGEMENT
Over the years we've managed the email signature campaigns for many of our clients. We're in the best position to do so because we have written the email signature HTML, and thus know how to modify it. All that's required is for you to send us by email any kind of reasonable mock-up or other instructions as to what you want, and when, and we'll put it in place for you, let you preview it, and upon approval, update your signatures to reflect the new campaign.
KEY FEATURE #4 - LACK OF EXTRANEOUS / COMPLICATING FEATURES
Our "Experience-Based" Philosophy: As one of the orignial companies working in the area of email signatures (since 1999) we've seen technical changes, competitors come and go, but mostly we've seen how companies really use email signatures and the problems they often face in doing so.
NOT INCLUDED: The service we offer is as noteworthy for what it includes as for what it doesn't include: