Setting up the ems for the automatic Outlook signature #

Introduction #

The ems system is capable of automatically creating Outlook signatures. The function is based on integrated document management. The ems client is used for the setup, which ensures access to the local file system.

Instruction video #

Step by step instructions #

Creating the signature in Outlook #

Create one or more signatures in Outlook. Use the normal Outlook wizard to do this.
Information on creating the signature can be found here.
All areas that are to be automatically replaced by the system must be provided with bookmarks. The list of valid bookmarks can be found here: Automatic replacement of bookmarks (Update page – NM)

Save signature as document in ems #

Now switch to the Outlook signatures folder by entering %Appdata%/microsoft/signatures in Windows Explorer. You will now see a list of files and folders that represent the signatures. Mark all files with the mouse and select the function“Send to > Zip compressed folder” in the context menu (right mouse button). A new file with the extension “Zip” will now be created. The name of this file is not relevant for the system and can be freely selected.
Now start the ems web system and switch to the “Documents” menu. Select “New document”, give the document an appropriate name and upload the previously created zip file. The system now automatically assigns an ID number to the document. Make a note of this ID number as it must be entered in the client.

Installing and setting up the ems client #

Install the latest version of the client.
For new systems, you will be asked for the license key during installation. The ems client can be installed both as an administrator and as a normal user. If the client is to be available to all users on the computer, the installation must be carried out with administrator rights. The same applies to the settings: if the client is started with administrator rights, the settings are made for all users.

Settings in the ems client #

The following settings must be made to automatically create the signature.
– The ID number of the document must be stored in the “Outlook” tab. (This corresponds to the ID that was generated when the document was created.)
– Optionally, the client can be started automatically under System. (This setting relates to the user.)
– It is also possible to specify under System that the client is automatically closed again. This has the advantage that the client does not run in the background if it is only used for the signature. If this option is active, the client is automatically terminated after 5 seconds. Quitting can be stopped by right-clicking on the icon and selecting the option “… Cancel termination” is selected.

Subsequent customization of the signature #

To adjust the signature, the original document can now simply be replaced in ems Web. The easiest way to do this is to download the ZIP file (with the bookmarks) and replace or add to the files. At the end, the new ZIP file can be uploaded again.