Why Split Internal and External?
Internal emails (between colleagues) rarely need confidentiality disclaimers, legal privilege notices, or marketing opt-outs. External emails (to clients, partners, prospects) often do. Applying the same signature to both wastes space and can confuse recipients.
Rule Logic
Use conditions based on recipient domain. If all recipients are in your organization (@yourcompany.com), apply the internal signature. If any recipient is external, apply the external signature with full disclaimers.
Reply and Forward
When a user replies to an external email, the reply goes back to an external recipient—so the external signature applies. When they forward an external email to a colleague, the forward is internal—use the internal signature. Configure rules to evaluate the actual recipients of each message.
BCC and Distribution Lists
BCC recipients count. If you BCC an external address, the message is effectively external. Distribution lists that include external members should trigger the external signature. Ensure your rule engine evaluates expanded distribution list membership.
Implementation
NextClaimer (E-Kache) and similar tools evaluate message direction, recipient scope, and custom conditions at send time. Set up two templates (internal and external) and let the rule engine choose automatically.