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Policy Patrol Disclaimers

Add the right email disclaimer to the right message-Automatically on Exchange Server

Need sophisticated email disclaimers and email signatures for Exchange Server or Lotus Domino? Policy Patrol offers signatures with Active Directory merge fields, formatted and condition-based disclaimers, internal disclaimers, and more.

Brand Your Emails

The legal benefits of an email disclaimer tool are clear. Just as important can be the brand image benefits. When each employee's email consistently uses email disclaimers and email 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.

Why Add an Email Disclaimer If You Cannot See It?

Policy Patrol shows the email disclaimer and signature in Outlook Sent Items without requiring any client software or allowing users to edit or remove the disclaimer or signature before sending. 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. With Policy Patrol you can have your cake and eat it!

Tried and Tested

Policy Patrol is at work in the smallest offices and in the largest corporations, filtering emails for more than one million users worldwide. Companies using Policy Patrol include Nissan, USA.net, Targus, Canadian Pacific Railway, Radisson Hotels, Fujitsu Services, Sony of Canada and many more.

Benefits

Minimize legal risks regarding email contents
Aid compliance with IRS Circular 230, HIPAA, anti-spam regulations and others
Protect confidentiality with appropriate email disclaimers
Increase strength of disclaimer 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 and by branding emails

Disclaimer & signature features include

Global & User-Based Email Disclaimers
User-Based disclaimers
Condition-Based Email Disclaimers
Apply Different Internal and External Disclaimers
See Disclaimers and Signatures in Sent Items
Auto Replies
Merge Fields
Different Disclaimer or Signature on Replies
Attach a Business Card
Place Signature After Most Recent Text on Replies
Avoid Multiple Disclaimers
Disclaimers with Link
Formatted Disclaimers with Pictures and Tables
Email Branding
Support for Encrypted and Digitally Signed Emails
Cost-Effective Flexible User Licensing
System requirements


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 2010, 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.

System requirements
To use Policy Patrol you require the following:

Server Operating System:
 Microsoft Windows Server 2008 / 2003 or
 
Microsoft SBS 2011 / 2008 /2003

Mail Server software:
 Microsoft Exchange Server 2010 / 2007 / 2003 or
 Microsoft SBS 2011 / 2008 /2003 or
 Lotus Domino or other mail server.

Othr software:
 Microsoft .NET Framework 2.0

 

Evaluation

Download a 30 day evaluation version of Policy Patrol Enterprise and try it for yourself. Works with Exchange Server or Lotus Domino Server.

Evaluation download

 

 

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