Conditions
Conditions define when a rule applies. Common examples: message direction (outbound), recipient scope (internal vs external), sender department, sender group membership, subject keywords, or date range. Combine multiple conditions with AND/OR logic.
Exceptions
Exceptions exclude messages from a rule. E.g., "Apply Signature A to all external mail EXCEPT when the subject contains 'Confidential'." Exceptions prevent over-application and handle edge cases like automated system emails.
Actions
Actions define what happens when conditions match and no exception applies. Typical actions: apply signature template X, apply disclaimer Y, append campaign banner Z. Actions execute in rule order—first match wins unless you configure otherwise.
Rule Order
Rules are evaluated top to bottom. More specific rules should come first. Example: "Executives get Signature A" before "Everyone else gets Signature B." Avoid circular logic where rules conflict.
Performance
Complex rules with many conditions can slow mail flow. Use indexed attributes (e.g., department from directory) rather than scanning message content when possible. Limit the number of active rules—consolidate where you can.
Testing
Test each rule with sample messages before rollout. Use a pilot mailbox to verify the correct signature applies for internal, external, reply, and forward scenarios.