How do I activate server-side imprinting?

You can enable cloud deployment during initial onboarding via the Connect option on your Exclaimer dashboard. To set it up later, go to the Settings menu, select Mail Flow , then choose Connect to (your preferred email platform) . Follow the on-screen instructions to authorize Exclaimer and set up server-side imprinting.

Does cloud deployment add any security risks to our email flow?

No. Emails are routed through Exclaimer’s Azure-based service within your local region, using email platform connectors. No email content is stored, and security standards such as ISO 27001, ISO 27018, and GDPR compliance are built in. Data is encrypted end-to-end with TLS protection, and advanced security measures such as firewalls, intrusion prevention systems (IPS), and active DDoS protection are in place to defend against cyber threats.

Can users change or remove their signatures?

No. Because signatures are applied server-side after the email is sent, end users can’t alter or bypass them. This guarantees that every message carries the approved signature and required disclaimers.

Will users see their signature while composing an email?

Because signatures are applied in the cloud, they aren’t visible while the user is writing their message. However, Exclaimer Cloud can also be paired with our Outlook add-in or Google Workspace app. This gives users a live preview of their signature as they type, while still ensuring the approved signature is applied server-side after sending. However, applied signature visibility in the sent items folder can be toggled on in your mail flow settings for both M365 & Google Workspace.

What happens if Exclaimer is unavailable — will our emails still be delivered?

Yes. Email delivery is never interrupted. Our 24/7/365 monitoring automatically detects any service alerts, with escalation chains that notify Exclaimer’s senior technical team immediately. In the highly unlikely event that the signature service at a regional datacenter is affected, your organization’s emails will not be lost. As soon as the issue is resolved, email continues to be sent as normal, with signatures resuming automatically. Exclaimer also uses high-availability clusters, automated load balancing, and continuous data synchronization to ensure seamless failover. Scheduled updates are deployed during off-peak hours, and the service is stress-tested to guarantee reliability.

Why is Exclaimer the best option for my business?

Exclaimer has been the leading signature management solution for 25 years. We are the only solution that has a 100/100 security scorecard. Our modern cloud-based technology will save your team time, save your business money, and allow you to easily implement disclaimers and brand requirements across signatures.

Who can manage Signature Rules?

Any user with the “Editor” role assigned can create and manage rules. This allows Marketing, HR, and Compliance teams to work directly within the platform, while IT maintains overall control of email signatures through role-based permissions.

Are Signature Rules available on all Exclaimer plans?

No. Signature Rules are available on both our Standard and Pro plans, but not on the Starter plan.

Can I manage Disclaimers through Signature Rules?

Disclaimers are managed through Exclaimer’s dedicated Disclaimers feature, which uses its own rules. This keeps legal notices separate from marketing content, while still ensuring both are applied consistently.

Can I schedule signatures for a specific time period?

Yes. You can set rules so signatures only apply during certain dates or times, for example during seasonal promotions or limited-time campaigns . You can even schedule them down to specific hours, giving you complete control over when each signature is used.

Is there a limit to how many rules I can create?

No. You can have as many — or as few — rules as needed. Exclaimer gives you total control over who sends and receives which email signature, and when. Keep it simple with a single rule, or set up more detailed targeting as your organization’s needs grow.

Can I check my rules before sending real emails?

Yes. Exclaimer includes a Signature Rules Tester that simulates sending emails between chosen senders and recipients. It shows you exactly how rules are applied and which signatures will be used, so you can confirm everything works as expected before deployment.

Why is Exclaimer the best option for my business?

Exclaimer has been the leading signature management solution for 25 years. Our modern technology will save your team time, save your business money, and allow you to easily implement disclaimers to meet legal requirements.

Brand Kits are Exclaimer’s central place for managing brand assets across employee communications. They store approved logos, fonts, colors, banners, meeting backgrounds, and disclaimers in one kit and apply them consistently across connected email signatures and video meetings, so employee communications stay on-brand automatically.

Who are brand kits for?

Brand Kits are perfect for organizations managing multiple brands, regions, departments, or subsidiaries—especially those going through rebrands, growth, or M&A activity.

How do I access Brand Kits?

Brand Kits are available with all Exclaimer plans. Log in to your Exclaimer account and go to Settings (Cog icon) > Brand Kits to create or edit your Brand Kits.

How do Brand Kits keep email signatures consistent?

Regardless of how complex your organization's structure may be, brand assets are stored and managed in one place. When assigned to signatures, Brand Kits ensure every employee email follows the correct brand guidelines.

What types of assets can I manage with Branding?

With Brand Kits, you can define logos, icons, fonts, colors, and banners for all of your brands, offices, regions etc. These assets are then available to use in any email signature design, for any of your teams. Pro users can enjoy this same brand-consistency on their organization’s meeting backgrounds using our Meeting Branding feature .

How do I add a brand asset to a new signature?

For each signature, select your brand kit from the dropdown. Then, when you add text or image assets in the Signature Designer, your assigned Brand Kit defaults (fonts, colors, and logos) are applied automatically. For example, when adding an Image/Logo element, simply select “Brand Image” as the source to choose from the pre-defined assets stored in the Brand Kit.

How do I upload and manage brand images?

Within Brand Kits, you can upload up to three images in different shapes, add alt text and hyperlinks, and make them available for use in your signatures.

Can I add assets while creating a signature if none are uploaded yet?

Yes. A placeholder appears will appear If there are currently no brand images defined. Once you upload your images to the assigned Brand Kit, they’ll automatically update in your design. For more information, see How to use Branding in a signature .

Can I preview changes before they go live?

Yes. While updates apply automatically, you can review them in the Signature Designer to confirm everything looks correct before finalizing and deploying to your users.

How do Brand Kits save time when managing email signatures?

Centralizing brand assets into set Brand Kits for each of your brands eliminates repetitive tasks like re-uploading the logos or defining colors and copying hex codes for every signature, across each of your brand's templates. Updates to every Brand Kit applies everywhere it is linked, reducing manual work, cutting down on errors, and streamlining brand management at scale.

Exclaimer has been the leading email signature management solution for 25 years and is the simplest way to manage email signatures at scale. Exclaimer is the only email signature management platform with Brand Kits—keeping assets in one place and updating them everywhere automatically.

How do we ensure disclaimers are consistently applied to all employees, regardless of their email client or device?

Email disclaimers are applied securely server-side , so they’re added to an email after it is sent. This guarantees the correct legal notice appears on every message — whether it’s sent from desktop, mobile, or a browser-based email platform.

Can we apply a different disclaimer to emails based on who they are sent to or from?

Yes. You can set rules that tailor disclaimers to specific compliance requirements. Filter by sender details (such as department, group, or location) or by recipient factors (like domain or synced Salesforce and HubSpot lists). This makes it easy to apply different disclaimers for internal vs. external emails, or to specific client groups.

How can we ensure a disclaimer is only used for a specific period of time, such as for a temporary legal notice?

Disclaimers can be time-bound. Simply set a start and end date in the dashboard, and Exclaimer will automatically add and remove the email disclaimer during that window.

How can we quickly update a disclaimer across the entire organization to comply with a new regulation?

Simply edit the disclaimer in the central dashboard. Updates take effect immediately across all emails that meet your rules, with no need for employee action or manual updates.

Why is Exclaimer the best option for my business?

Exclaimer has been the leading signature management solution for 25 years. Our modern technology will save your team time, save your business money, and allow you to easily implement disclaimers to meet legal requirements.

How Aprio manages nearly 4,000 email signatures with unlimited customization

HQ:

Atlanta, United States

Industry:

Professional services

Size:

3,500+ employees

Features used:

Background

Aprio is a premier business advisory and accounting firm that provides integrated services, including tax, audit, client accounting, talent solutions, and wealth management. Operating across the U.S. and internationally, they serve industries like manufacturing, technology, real estate, and non-profits, delivering advisory services to drive growth and manage risk.

As a rapidly growing firm acquiring 10-15+ companies annually, Aprio needed an email signature solution that could scale with their expansion. Their law firm division added significant complexity, requiring strict legal disclaimers on every outbound email to support compliance. With thousands of team members across multiple divisions and ongoing acquisitions requiring co-branded signatures during integration periods, manual signature management was no longer sustainable.

Before

Manual signature updates
Legal compliance risks
IT resource drain
Limited custom attributes restricting legal team personalization
Acquisition integration delays.

After

Automated signature deployment
Guaranteed legal compliance
Zero IT maintenance
Unlimited custom attributes for sophisticated customization
Seamless co-branding for acquisitions

Aprio's challenge

Before Exclaimer, Aprio faced mounting pressure to maintain signature consistency and legal compliance across a rapidly expanding organization.

The marketing and IT teams faced multiple pain points:

Legal compliance requirements: The law firm division needed mandatory legal disclaimers on all emails with zero margin for error.
Complex customization needs: Legal team members wanted individual signatures showcasing personal awards and credentials.
Overwhelming IT burden: Manual signature updates consumed significant IT resources across 3,964 users, draining time from strategic initiatives.
Data integration complexity: The organization needed to ensure accurate, automated signature data without manual data entry.
M&A integration challenges: With 10-15+ acquisitions per year, the team needed to rapidly deploy co-branded signature templates during a 6–12-month integration period.

3,964

centralized email signatures deployed

Unlimited

custom attributes for advanced personalization

Zero

IT hours spent on manual updates

How Exclaimer helped

Exclaimer provided Aprio with a centralized signature management platform that automated compliance, eliminated IT burden, and supported their aggressive growth strategy. The implementation transformed signature management from a resource-intensive manual process into a fully automated system.

With Exclaimer, Aprio can:

Centralized email signatures with automated deployment across the entire organization from a single platform.
Ensure 100% legal compliance by automatically applying required disclaimers to all law firm division emails, eliminating compliance risk.
Enable unlimited custom attributes for sophisticated customization of legal team members with individual awards and credentials.
Deploy co-branded signature templates for newly acquired companies, maintaining professional consistency while gradually integrating teams into the Aprio brand.
Eliminate manual IT work through automated signature updates and management, freeing IT resources for strategic initiatives.

The platform's flexibility and automation capabilities have enabled Aprio to scale their email signature management effortlessly while maintaining the sophisticated customization and compliance requirements essential to their business.

How Aprio manages nearly 4,000 email signatures with unlimited customization

Background

Before & after

Aprio's challenge

The results

How Exclaimer helped

See more customer stories