Signatures and disclaimers

On Admin > Organisation > Signatures you write one signature for the organisation, or one per domain or group, and a disclaimer that goes below every message. Bulwark fills the signature in for the address each message is sent from.

Set up a signature

1. Pick who it is for in the Applies to bar: Everyone, or a domain or group from Domains and groups.
2. Write the HTML signature. Click a placeholder to insert it at the cursor. The preview shows it with sample values; tick For a user who filled in no details to see what a user without a phone number gets.
3. Optionally write a Plain-text signature for plain-text mail. Without one, Bulwark makes the text from the HTML.
4. Save.

Without a lock, the organisation signature is the default: an address that has no signature of its own gets it, and users can still write their own. To make it the signature of everyone, lock it (see below).

Placeholders

Values are inserted as text, so a user can't put HTML into the signature through their details. A line whose placeholders are all empty is left out: with Mobile: {mobile} on its own line, a user without a mobile number gets no "Mobile:" line. In HTML, a line is what sits between two <br>s (also inside a <span> or <font>, as signatures pasted from Outlook or Gmail have them) or in its own paragraph, and a table row counts as one line. An image on such a line, a logo for example, stays.

What users fill in

User details on the same page lists the details the signature asks for. Users fill them in once under Settings > Account > Your details, which shows the fields the signatures and disclaimers of any of their addresses use (a group address can have its group's), with a preview of the signature their main address sends. The details count for every address the user sends from.

Lock or hide it

The Signatures row at the end of the section sets what users may change:

• Lock: the organisation signature replaces every user's own signature. In the address editor users see their filled-in signature, read-only, with "Set by your organisation". If they delete it from a message, Bulwark puts it back when the message is sent. Plugins that change signatures leave a locked one alone.
• Hide: users get no signature editor at all, and the organisation signature is used as with a lock.

A lock without an organisation signature only stops users from changing the signatures they have.

Which signature an address gets

The signature follows the user's domain and groups, like every Organisation setting. An address of a group the user is a member of (sending as sales@example.com) gets the signature of the group's entry when a group entry names that group; every other address of the user, an alias in another domain included, gets the user's. With several accounts signed in, a message gets the signature of the account it is sent from.

Set up a disclaimer

Write the HTML disclaimer and, if you want, a Plain-text disclaimer, in the same Applies to scope. The placeholders work here too.

Bulwark adds the disclaimer when a message is sent, below everything, the quoted message and footers that plugins add included: a line and the HTML in the HTML part, a blank line and the text in the text part. Without a plain-text version the text is made from the HTML. When a plugin signs or encrypts the message (S/MIME, PGP), the disclaimer is added first, so it is part of what is signed. Drafts never contain it, so a draft opened again doesn't end up with two, and a message taken back with Undo and sent again keeps the one it has. Users see it under the editor as a read-only block marked "Added when you send". Quick replies get the signature and the disclaimer too.

In policy.json

Both are stored in organisation in policy.json, at the top level for Everyone or in an entry's policy:

{
  "restrictions": {},
  "organisation": {
    "signature": { "html": "", "text": "", "fields": [] }
  },
  "scopes": [
    {
      "id": "example",
      "label": "Example",
      "match": { "domains": ["example.com"] },
      "policy": {
        "organisation": {
          "signature": {
            "html": "<p><b>{name}</b><br>{title}<br>Phone: {phone}<br>Mobile: {mobile}</p><p>{company}</p>",
            "text": "{name}\n{title}\nPhone: {phone}\nMobile: {mobile}\n{company}",
            "fields": ["title", "phone", "mobile"]
          },
          "disclaimer": {
            "html": "<p>This message is confidential.</p>",
            "text": ""
          }
        },
        "restrictions": { "signature": { "locked": true } }
      }
    }
  ]
}

• signature.html and signature.text: the templates. Both empty means no organisation signature.
• signature.fields: the details users are asked for, out of title, department, phone and mobile. The Signatures page of the admin console keeps it in step with the templates. A field a template uses is asked for even when it's missing here.
• disclaimer.html and disclaimer.text: both empty means no disclaimer.
• restrictions.signature: { "locked": true } or { "hidden": true }.

The users' details are a synced setting, signatureDetails.

What isn't possible

• Mail sent from other apps gets nothing. Bulwark adds the signature and the disclaimer in the browser, when the message is written and sent in Bulwark. Mail sent from a phone's mail app, Thunderbird or anything else over IMAP and SMTP has neither. For a disclaimer on every message whatever sends it, add it on the mail server.
• A user can still delete an unlocked signature from a message. A locked one can be deleted or edited in the message too (double-clicking a signature makes it editable, and plain text is plain text), but Bulwark checks on send: a locked signature that is missing or was changed is added again below the message, so the original always goes out.
• Users can't fill in details for only some of their addresses: the details are the same for all of them.
• Messages a plugin sends on its own (through its raw-send access) and the unsubscribe mails Bulwark sends for a List-Unsubscribe mailto link get neither the disclaimer nor the signature check.