How WITTENSTEIN SE scaled email signature management across 1,000+ users and a multi-company group
HQ:
Igersheim, Germany
Industry:
Manufacturing
Size:
1,000+ employees
Background
WITTENSTEIN SE is a global engineering group headquartered in Igersheim, Germany, specializing in mechatronic drive systems and advanced manufacturing. The group operates multiple subsidiaries, including Artcube and Paramundi, with 1,000 employees spanning Europe, the United States, and beyond.
Some employees hold three or four roles across WITTENSTEIN's group companies, with each requiring its own email signature. As centralized IT management grew alongside marketing's interest in consistent branding, WITTENSTEIN needed a platform built for that level of complexity.
Before & after
Before
Manual email signature distribution across all subsidiaries
No centralized control or brand consistency
Limited deployment flexibility and heavy IT burden
Email signature data updated by hand, with no automated directory sync
Marketing dependent on IT for every email signature update
After
Centralized, automated email signature deployment across live subsidiaries and regions
Centralized control with consistent branding wherever the group has rolled it out
Flexible hybrid deployment (cloud and client-based) that reduces IT burden
Automated Microsoft Entra ID sync keeps email signature data current
Marketing has portal access to help maintain brand consistency
WITTENSTEIN's challenge
Before implementing a centralized signature management solution, WITTENSTEIN faced operational complexity managing email signatures across multiple group companies with distinct branding requirements.
The IT and marketing teams faced multiple pain points:
Multi-role flexibility: Employees needed to switch between email signature profiles depending on which company they were representing, instead of relying on one default signature.
Technical deployment constraints: Mail flow issues with transport rules, particularly when integrating with an encryption device, complicated deployment and pushed WITTENSTEIN toward client-only rules instead.
Data synchronization challenges: Discrepancies between Microsoft Entra ID and the HR system (SAP) made it hard to keep email signature data accurate and current.
Decentralized management burden: Managing email signatures for 1,000 licensed users across international subsidiaries took significant manual work and IT support.
Marketing team requirements: Marketing needed to maintain brand consistency while rolling out campaigns, analytics, and dynamic content as deployment expanded.
Without a centralized solution, WITTENSTEIN risked inconsistent branding, a growing IT workload, and limited ability to scale.
The results
1,000+
employees with centralized signatures
3-4
users managing role-based signatures
11+
years as an Exclaimer customer
How Exclaimer helped
WITTENSTEIN has worked with Exclaimer since 2015, moving from Signature for Outlook to Exclaimer's cloud solution in 2021 for hybrid deployment flexibility.
With Exclaimer, WITTENSTEIN can:
Run its subsidiaries on their own templates: give Artcube, Paramundi, and other business units their own email signature template while keeping deployment centralized on one platform.
Give multi-role employees the right signature automatically: staff holding positions across companies get the email signature that matches their current role, not a fixed default.
Deploy flexibly: use hybrid mail transport and client-only rules to work around the technical requirements of each business unit, including its encryption device setup.
Give marketing portal access: so the team can help maintain brand consistency without relying solely on IT for every update.
Cut manual distribution and IT support work by automating email signature deployment and updates across the group.
