Automatische Signatur in E-Mail
The possibility of an automatic signature is available in EGroupware. This signature is stored in the email account. Group accounts provide automatic usage for all users. Signature changes can therefore be made centrally with a one-time change (e.g. company holidays or trade fair dates). New employees will then also receive this signature automatically.
By connecting to groups and group mailboxes, different signatures can also be implemented for countries or companies.
Prerequisite is the maintenance of the user address book. That’s where the signature gets its data.
Variable signatures are also possible using functions.
First things first:
The user address book:
The required information should be maintained here:
- First name, Last name
- Organisation, address
- Power of Attorney, Department, Job title
- Business phone, Mobile phone, Fax
- URL, Email
Depending on what you need…
Now the signature must be created in the e-mail account. It will be a mixture of fixed texts and text variables. For example, you can find the variables here:
From this we put together a simple signature:
(Signature-design as usual in Germany)
With kind regards/Mit freundlichen Grüßen
$$n_given$$ $$n_family$$
$$role$$
$$org_name$$, $$adr_one_street$$, D-$$adr_one_postalcode$$ $$adr_one_locality$$
Tel.: $$tel_work$$, $$tel_cell$$
$$url$$
Geschäftsführer: Hain Tester, Sitz: Nirgendwo
Amtsgericht Nirgendwo HRB 6666, UST-IdNR DE 123456789
When you write an email, the signature will look like this:
With kind regards/Mit freundlichen Grüßen
Hain Tester
Vertrieb
HT Stopfsocken GmbH, Schäfchenstraße 99, D-56987 Nirgendwo
Tel.: +49 5684 963852, +49 172 123456789
www.htgmbh.de
Geschäftsführer: Papa Tester, Sitz: Nirgendwo
Amtsgericht Nirgendwo HRB 6666, UST-IdNR DE 123456789
This means that all information available as variables can be incorporated into the signature.
Now you can refine the signature:
It is necessary to specify the power of attorney (in general, in the course of business or nothing). In EGroupware a field is missing in the address book. You can either convert an existing field (e.g. room) or create a user-defined field for the information. In both cases, I can now add this to the signature:
$$room$$ if we use the room field or
$$#iAiV$$ if we have created an iAiV field
The signature could now look like this:
With kind regards/Mit freundlichen Grüßen
$$room$$ $$n_given$$ $$n_family$$
$$role$$
...
This results when Hain Tester i.V. is filled:
With kind regards/Mit freundlichen Grüßen
i.V. Hain Tester
Vertrieb
The space between $$$room$$ and $$$n_given$$ is now also displayed as space.
If Papa Tester, the managing director, will now write an e-mail, the signature will look like this:
With kind regards/Mit freundlichen Grüßen
Papa Tester
Geschäftsführer
There’s a blank! It doesn’t look good.
We’ll turn this off:
With kind regards/Mit freundlichen Grüßen
$$room$$$$IF room~EMPTY~~ $$$$n_given$$ $$n_family$$
$$role$$
...
if Papa has the space field empty:
With kind regards/Mit freundlichen Grüßen
Papa Tester
Geschäftsführer
...
No more space! We achieve this with an If-then-else condition.
Other option: Mobile phone number only if available
It is now possible that the mobile phone number should only be included in the signature in exceptional cases. If we stick to the above example, the signature would look like this without a mobile phone number (i.e. not maintained in the address book):
HT Stopfsocken GmbH, Schäfchenstraße 99, D-56987 Nirgendwo
Tel.: +49 5684 963852,
www.htgmbh.de
There’s another comma, and we’ve wasted space.
A way to do better:
$$org_name$$, $$adr_one_street$$, D-$$adr_one_postalcode$$ $$adr_one_locality$$
Tel.: $$tel_work$$, $$IF tel_cell~EMPTY~~Mobil: $$$$tel_cell$$ $$NENVLF tel_cell$$$$url$$
without a Mobile phone number:
HT Stopfsocken GmbH, Schäfchenstraße 99, D-56987 Nirgendwo
Tel.: +49 5684 963852, www.htgmbh.de
with Mobile phone number:
HT Stopfsocken GmbH, Schäfchenstraße 99, D-56987 Nirgendwo
Tel.: +49 5684 963852, Mobil: +49 172 123456789
www.htgmbh.de
So we inserted the word Mobile: and moved the WWW address to the next line.
The documentation for the functions can be found at the placeholders. The placeholder overview also displays the placeholders for the user-defined fields based on the fields actually created.
If you have any questions or suggestions about this post, please post them in the forum.
