12 Replies Latest reply on May 10, 2013 7:20 AM by GinaB

Automatic email signature type info that gets added to your post?

mdcrocker Feb 17, 2012 1:56 PM

One of our external community champions posed the question about info that automatically gets added with a post, such as the email signatures. Anyone else thought about this? Anyone submitted and idea or have a customization?

Thanks

Mike

Re: Automatic email signature type info that gets added to your post?

JasonLax Feb 19, 2012 3:27 AM (in response to mdcrocker)

Do you mean the automatic eMail notifications or something that would be added to a post automatically? If it's eMail notifications, you can manage the templates used. See Editing Email Notification Templates.
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- Re: Automatic email signature type info that gets added to your post?
  
  mdcrocker Feb 21, 2012 3:12 PM (in response to JasonLax)
  
  I looked at the email templates and did not see which one I would modify to add a message into a discussion reply or content forwarded when have watch on a community.
  Mike
  
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- Re: Automatic email signature type info that gets added to your post?
  
  mdcrocker Feb 23, 2012 12:05 PM (in response to JasonLax)
  
  Thanks. I will look at them.
  Mike
  
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Re: Automatic email signature type info that gets added to your post?

nikhilnulkar Feb 21, 2012 10:51 PM (in response to mdcrocker)

Mike - If I understand you right, you are referring to the email signature that gets automatically added to a message when replied via email. We have noticed that with a few posts in our internal community too. Not too sure if there is way to manage that - since the way Jive talks with email is that it truncates everything after a line such as "On Mon, Feb 20, 2012 at 8:09 AM, Username <user@companyname.com> wrote:" and in most cases the responders email signature is before that line and hence gets populated with his/her reply on the community.

From what I understand, there don't seem to be a easy fix for this. Would love to hear from others if they have noticed this and have a solution.
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- Re: Automatic email signature type info that gets added to your post?
  
  mdcrocker Feb 22, 2012 8:09 AM (in response to nikhilnulkar)
  
  I was looking at a way to add a tag line of set of links at the bottom of all the emails as a way to promote the community. There are some email templates, so for those specific types, we can modify the html. Our community is mostly questions and replies. I did not see a discussion or reply template that we could modify. This would also be a great place to add a tip or "ad" to increase awareness.
  Mike
  
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- Re: Automatic email signature type info that gets added to your post?
  
  GinaB May 2, 2013 9:09 AM (in response to nikhilnulkar)
  
  HI,
  did you ever hear from anyone about this? I'm having the same problem in my external community. It seems like peole are replying to status updates or disussions in the community, adn their full email signature - that ususally contains all their personal contact info - is appearing in the community. Clearly this is a huge problem, as we are inadvertently publishing our client's contact info in a public forum. Need this to stop right away, and would appreciate any advice. We had the same challenge with OOO messages and were able to fix that, howeer, not sure which system property to edit and how. Corey Mathews James Ungerer or Michelle Gantt, any ideas?
  
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  - Re: Automatic email signature type info that gets added to your post?
    
    mnevill May 2, 2013 10:29 AM (in response to GinaB)
    
    I think this is a common problem. We manage it today with SMEs catching them as they come in, but that does not scale well. I am fairly certain if the users add so many hyphens in a row (I think 3 is the magic number) before their e-mail signature Jive will parse that and omit anything past the hyphens. For example a signature could be setup like this:
    
    ----
    
    Thanks,
    
    Name
    
    Title
    
    Company
    
    Address
    
    Phone Number
    
    Social Security Number
    
    Bank Account Number
    
    Anything past the hyphens would not make it in the thread, but everything before it does. Unfortunately the big problem with this is no one sets up their signatures that way. Especially with external communities, you have no control or even a good proactive way to inform users about this caveat. You can put it in your Help section material but from my experience barely anyone ever reads it. For now we edit the posts we find them in, add the line "edited by <username> - removed personal contact information", and then follow up with the user via DM to let them know we removed it to protect their privacy. Again, this is a lot of manual work. If anyone has a better way to deal with this, I'm all ears.
    
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    - Re: Automatic email signature type info that gets added to your post?
      
      GinaB May 2, 2013 10:49 AM (in response to mnevill)
      
      You’re right, getting external users to change their signatures would be almost impossible…
      
      Manual removal is certainly not the ideal, as it would be possible to miss posts that have signatures. But, that’s what I’ve been doing. I learned today, however, that you can’t edit a status update, so if someone replies to a status update via email, the signature appears in the message and the only option is to delete it, which is also not great. I’ve opened a support case, as this is something that needs to be addressed as it violates our privacy policy.
      
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      - Re: Automatic email signature type info that gets added to your post?
        
        mnevill May 2, 2013 11:00 AM (in response to GinaB)
        
        Please keep us posted with the result in case you are able to come up with something.
        
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        Re: Automatic email signature type info that gets added to your post?
        
        GinaB May 2, 2013 2:18 PM (in response to mnevill)
        
        Hi,
        there really isn't a resolution beyond asking users to change their signatures, which isn't a feasible option in an external community.
        
        Here's the response from support. Additionally, there is no way for an admin to edit a status update, so if someone replies to a status update from email and their signature appears, the only option you have is to delete it.
        
        Additionally, the ability to filter out email signatures is a known limitation of the system. I've filed an improvement request (JIVE-30089) to see if there is a way we could make this a bit more powerful. The code looks for a couple things to key off of, such as a string of five consecutive underscores or dashes in a row, and drops the rest of the message if it finds it. Since the signatures above don't match, they are getting posted. There isn't a way to prevent this, other than self policing your instance sadly. I would also try educating your users to either drop their signature when they are creating by email, or to alter their signature so that it starts with the dashes or underscores.
        
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  - Re: Automatic email signature type info that gets added to your post?
    
    nikhilnulkar May 10, 2013 3:58 AM (in response to GinaB)
    
    Sorry for the delay, Gina Bowen. Haven't heard much from anyone!
    
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    - Re: Automatic email signature type info that gets added to your post?
      
      GinaB May 10, 2013 7:20 AM (in response to nikhilnulkar)
      
      No worries. I opened a support case and they told me what they told you. Not a great solution.
      
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