• Project a uniform, professional appearance by standardizing email signatures across your organization.
  • Increase brand awareness by adding your logo to email signatures.
  • Protect confidentiality & legal liability with appropriate email disclaimers.
  • Aid compliance with IRS Circular 230, HIPAA, EU regulations and others.
  • Build social media followers by including social media links in email signatures.
  • Utilize emails as marketing tools by adding company news and promotional banners.

Global & User-Based Email Disclaimers

Policy Patrol Disclaimers is Email Signature and Disclaimer Software for Exchange Server 2003, 2007, 2010 and 2013 and 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 exchange 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.

Support for All Email Clients and Mobile Devices

Since Policy Patrol integrates with Exchange Server, email signatures can be added to emails sent from any email client or mobile device, including Outlook, Outlook Web App (OWA), iPad, iPhone, Android, Windows Phone, Blackberry, and more, without the need for any client installation.

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 2013, 2010, 2007, or 2003).

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.

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).

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.

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.

Add HTML signatures to mobile devices

All mobile phones send out emails in plain text format, which means that email signatures cannot contain any images or formatting for messages sent from mobile devices. With Policy Patrol you can convert those messages to html and ensure that all emails, even those sent in plain text and from mobile phones, include a professional html signature.

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.

Include sender’s avatar in email signature

To personalize your email signature you can include the sender’s avatar (thumbnail photo) in the email signature. This does not require you to upload each employees’ picture to Active Directory. Instead, employees can upload their pictures to gravatar.com, so that Policy Patrol can automatically insert the picture for the employee into the email signature. Since many other programs also make use of gravatar, such as CRM systems, help desks and support systems, the employee will only need to upload their picture once instead of separately for each program.

Include vCard as QR Code in email signature

Policy Patrol can insert the sender’s vCard in QR Code format. All the recipient needs to do is scan the QR Code with their mobile device and the sender’s contact details will be added to their contact list.

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.

Attach a Business Card

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

Auto Replies

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

System Requirements

Windows Server 2003 , 2008 or 2012.
Microsoft Exchange Server 2003, Exchange Server 2007, Exchange Server 2010, Exchange 2013 (or Windows Small Business Server 2003, 2008, 2011), Lotus Domino or other mail server.
Microsoft .NET Framework 2.0 (if you do not have this installed the Policy Patrol installation will download this for you).

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.