Global & User-Based Email Disclaimers

Policy Patrol Disclaimers allows you to define global disclaimers that are added to every email, or to configure user-based disclaimers that are only added to emails from specified users, groups, domains or even LDAP queries.

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 Email Disclaimers

You can add or suppress a particular email disclaimer depending on a condition. Some examples of conditions are a particular sender or recipient, the existence of an attachment or header, or a specific word in the subject or body. You can also set up internal codes in the subject field to trigger or suppress 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 Policy Patrol to be installed on Exchange Server 2007, 2003 or 2000).

See Disclaimers and Signatures in Sent Items

Policy Patrol Disclaimers can automatically update a user’s Sent Items in Outlook to show the disclaimer and signature that was added. This has obvious advantages; you obtain proof that an email disclaimer was added, you can check the formatting of your email signature and your email archive will be legally correct. All this whilst still giving you the peace of mind that the disclaimer and signature cannot be edited or removed by users.

Auto Replies

Policy Patrol Disclaimers allows you to send auto replies for existing users and for employees who have left the company.

Merge Fields

By using Active Directory merge fields in the disclaimer or signature (such as user name, telephone number and email address), Policy Patrol can add individualized signatures and disclaimers. A useful preview tool lets you preview the user’s actual Active Directory information in the template. Message fields are also available, 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).

Attach a Business Card

Policy Patrol Disclaimers can automatically attach a vCard (Business Card) to outgoing mails to (new) recipients.

Place Signature After Most Recent Text on Replies

With Policy Patrol Disclaimers you can place the signature or email 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.

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 email signatures. You can also apply formatting, such as font type, size, color, bold and underlining. For HTML disclaimers, you can edit the HTML source directly. 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.

Cost-Effective Flexible User Licensing

With Policy Patrol Disclaimers, you only purchase licenses for the users who will use disclaimers. You are not forced to purchase licenses for all your users. If you require more users at a later stage, you can purchase additional user licenses.