Signature 365 Technical Data Sheet
Signature 365
Technical Data Sheet
Product: Signature 365
Manufacturer: Symprex Limited
Product Category: Cloud-based Email Signature Management
Delivery Model: Software as a Service (SaaS)
Primary Platform: Microsoft 365 / Exchange Online
Hosting Infrastructure: Microsoft Azure
Website: https://www.symprex.com/signature-365/
Document Version: 0.2 — Draft for Review
Date: 19 October 2026
1. Product Overview
Signature 365 is a cloud-based email signature management platform designed for Microsoft 365 environments.
The service enables organisations to centrally create, manage and deploy consistent email signatures, marketing campaigns and legal disclaimers across users, departments and devices.
Signature 365 supports both client-side and server-side signature deployment, allowing organisations to choose whether signatures are inserted when composing messages in Outlook, applied after sending through Exchange Online, or delivered using a combination of both methods.
The platform is accessed through a web-based management portal and does not require dedicated customer-hosted infrastructure for standard Microsoft 365 deployments.
2. Core Functionality
Email Signature Management
- Centralised management of email signature templates.
- HTML signature design with visual editing and preview capabilities.
- Dynamic signature content populated from Microsoft Entra ID user attributes.
- Support for custom fields, employee photographs, company branding and images.
- Rules-based signature assignment using user attributes, group membership and other conditions.
- Support for different signatures for new messages, replies and forwards.
- Support for shared mailboxes and additional email addresses.
Marketing and Campaigns
- Centralised management of email signature marketing campaigns.
- Campaign banners and promotional content.
- Campaign scheduling and targeting.
- Campaign performance reporting, including supported tracking and analytics.
Disclaimers and Compliance
- Centrally managed legal disclaimers.
- Rules-based application of disclaimer content.
- Consistent corporate branding and messaging across supported email clients.
Administration
- Web-based administration and configuration.
- Role-based access control, including custom administrative roles.
- Multiple administrative and editor accounts.
- Signature template revisions and draft management.
- Integration with Microsoft 365 user and group information.
3. Deployment Architecture
Signature 365 supports three deployment configurations:
| Mode | Description |
|---|---|
| Client-side | Signatures are inserted into messages while users compose email in supported Outlook clients. |
| Server-side | Messages are processed by Signature 365 after sending, with signatures applied before final delivery. |
| Combined | Client-side and server-side functionality are used together according to organisational requirements. |
Client-side Deployment
Signature 365 uses an Outlook add-in that can be centrally deployed through Microsoft 365 administration.
Signatures are inserted into the message composition window, allowing users to view their signature before sending.
Client-side-only configurations do not require email to be routed through Signature 365's SMTP processing service.
Server-side Deployment
For server-side signature insertion, Exchange Online is configured with mail flow rules and connectors that route applicable messages through the Signature 365 service.
Messages are processed within the configured Azure hosting region, the appropriate signatures are applied, and the messages are returned to Microsoft 365 for delivery.
Server-side processing enables signatures to be applied to messages sent from email clients and devices that do not support client-side insertion.
Optional functionality enables updated messages to be reflected in users' Sent Items folders.
4. System Requirements and Compatibility
Microsoft 365
Signature 365 supports the following Microsoft 365 and Office 365 subscriptions:
- Microsoft 365 Business Basic, Standard and Premium.
- Microsoft 365 E3, E5 and F3.
- Office 365 E1, E3, E5 and F3.
- Office 365 A1, A3 and A5.
- Microsoft 365 Government Community Cloud (GCC), subject to applicable platform limitations.
Directory Services
- Microsoft Entra ID. (Primary import source)
- Microsoft Active Directory (Supplementary import source).
Email Platforms
- Microsoft Exchange Online.
- Supplementary on-premises Exchange Server for hybrid environments.
Outlook Client Compatibility
- Outlook for Microsoft 365 on Windows.
- New Outlook for Windows.
- Outlook on the Web.
- Outlook for macOS.
- Outlook for iOS and Android.
Functionality varies according to the Outlook platform, version and licensing model. The Outlook Classic Agent is available for applicable desktop environments.
Management Portal Browser Compatibility
The Signature 365 management portal supports the latest version and previous two releases of:
- Microsoft Edge (Chromium).
- Google Chrome.
- Mozilla Firefox.
- Apple Safari on macOS.
Full requirements and platform-specific limitations are maintained in the Signature 365 System Requirements documentation.
5. Microsoft 365 Integration
Signature 365 integrates with Microsoft 365 using Microsoft Entra ID authentication and authorised access to Microsoft 365 directory information.
Integration enables the service to synchronise relevant user attributes, group membership information and mailbox configuration details.
During initial configuration, an authorised Microsoft 365 administrator grants the permissions required for the selected functionality.
Additional permissions are required where optional server-side mail processing or Sent Items updates are enabled.
The service uses OAuth 2.0 authentication and access tokens and does not store Microsoft 365 administrator passwords.
Microsoft 365 integration permissions are documented at:
Signature 365 Required Permissions
6. Hosting and Data Residency
Signature 365 is hosted using Microsoft Azure infrastructure.
Customer tenants are assigned to a hosting region during registration, based on the selected country.
Available service regions include:
- United Kingdom.
- European Union.
- United States.
- Canada.
- Australia.
- United Arab Emirates.
Customer data is hosted and processed in the assigned service region, subject to applicable international transfer and subprocessor provisions in the Symprex Data Processing Agreement.
Signature 365 uses a multi-tenant architecture with logical controls restricting access to individual customers' data.
7. Information Security
Signature 365 is developed and operated within Symprex's established information security management framework.
Security Certifications
- ISO/IEC 27001.
- ISO/IEC 27018.
- SOC 2 Type II.
Encryption
| Area | Specification |
|---|---|
| Data in transit | TLS 1.2 or higher |
| Data at rest | AES-256 encryption |
| Microsoft 365 authentication | OAuth 2.0 |
| Administrative authentication | Account authentication with MFA and supported Microsoft 365 SSO |
Security Controls
- Role-based and permission-controlled administrative access.
- Logical tenant isolation.
- Web Application Firewall protection.
- Security logging, monitoring and incident response procedures.
- Static code security analysis and penetration testing.
- Controlled, logged and role-restricted access to customer information by authorised Symprex personnel.
- Regular security and compliance assessments.
Symprex's security compliance is independently assessed and monitored, with certification information and supporting security documentation available through the Symprex Trust Centre.
Trust Centre: trust.symprex.com
8. Data Processing, Retention and Privacy
Signature 365 processes the organisational and user information necessary to generate and manage email signatures.
This can include employee names, job titles, departments, contact details, photographs, group information and customer-defined attributes.
Email Processing
For server-side signature processing, email messages are transmitted through the Signature 365 service for signature insertion and returned to Microsoft 365 for delivery.
The service does not retain copies of email messages as part of normal signature-processing operations.
Client-side-only deployment does not require email messages to be routed through the Signature 365 server-side processing service.
Data Retention
Symprex maintains defined data-retention and disposal procedures.
Following account termination, customer data is retained for less than 30 days, in accordance with the retention period disclosed in the Signature 365 Microsoft application security attestation.
Retention periods for individual operational data categories, including application logs, campaign analytics and backup records, are subject to their applicable retention policies.
Privacy and Regulatory Compliance
Symprex maintains a Data Processing Agreement defining the responsibilities of the customer as data controller and Symprex as data processor.
The service is operated with controls intended to support compliance with applicable privacy legislation, including UK GDPR, EU GDPR and CCPA.
Data Processing Agreement: Symprex DPA
9. Service Availability and Resilience
Signature 365 uses cloud infrastructure designed to support high availability, redundancy and service resilience.
Service Availability
| Measure | Specification |
|---|---|
| Published service availability objective | 99.9% uptime |
| Contractual uptime guarantee | Not provided |
| Infrastructure provider availability | Subject to applicable provider service agreements |
| Service monitoring | Operational and security monitoring |
The published 99.9% service availability figure represents a non-contractual operational objective. It does not constitute a guaranteed service level or provide an entitlement to service credits.
Service availability is subject to the Symprex Signature 365 Terms of Service.
Infrastructure Resilience
The service uses:
- Redundant cloud infrastructure.
- Database replication and backup arrangements.
- Distribution of customer data across durable storage systems.
- Failover protection against infrastructure and processing failures.
- System monitoring and incident response processes.
- Infrastructure maintenance and service updates managed by Symprex.
10. Disaster Recovery and Business Continuity
Symprex maintains disaster recovery and business continuity arrangements to support restoration of critical services following a significant outage.
Recovery objectives are defined for the infrastructure and services supporting Signature 365.
Recovery Objectives
| Infrastructure / Service | Recovery Time Objective (RTO) | Recovery Point Objective (RPO) |
|---|---|---|
| Microsoft Azure core services | Less than 1 hour | Less than 15 minutes |
| Microsoft 365 core services | Less than 1 hour | Less than 15 minutes |
| Signature 365 PostgreSQL database | 4 hours | 1 hour |
| Signature 365 image storage and email delivery | 2 hours | 1 hour |
| Cloudflare services | Not published | Not published |
RTO represents the target duration for restoration of a service following a disruption. RPO represents the target maximum period of data loss measured backwards from the disruption.
The recovery figures above represent internal planning objectives and are not contractual restoration or data-recovery guarantees. Actual recovery may depend on the nature and scope of the incident and the availability of underlying infrastructure providers.
Third-Party Infrastructure
Microsoft Azure and Microsoft 365 form part of the service's infrastructure and integration dependencies.
Cloudflare provides supporting infrastructure services and publishes a 100% uptime SLA for qualifying services under its applicable service agreements.
Cloudflare's provider-level SLA does not represent an end-to-end availability guarantee for Signature 365.
Business Continuity
Symprex maintains processes for:
- Incident detection and assessment.
- Service recovery and restoration.
- Data backup and recovery.
- Escalation and incident response.
- Operational monitoring and remediation.
11. Network and Connectivity Requirements
The Signature 365 web portal, Outlook add-in and supported integration components communicate with the service using HTTPS over TCP port 443.
Server-side signature processing additionally requires SMTP connectivity between Microsoft 365 and the regional Signature 365 mail processing service.
Depending on the deployment configuration, organisations may need to configure Exchange Online connectors, mail flow rules and SPF records.
Current regional hosts, required URLs and network configuration details are maintained in the Symprex knowledge base.
Technical References
12. Maintenance and Support
The Signature 365 cloud platform is maintained and updated by Symprex.
Service updates are deployed centrally without requiring customers to maintain application servers or update hosted components.
Depending on the deployment configuration, locally installed components such as the Outlook Classic Agent or on-premises integration services may require periodic updates.
Technical support, configuration guidance and troubleshooting resources are available through Symprex.
Support: support@symprex.com
Documentation: support.symprex.com
13. Technical and Compliance References
Further information is available through the following resources:
- Signature 365 Product Information
- Signature 365 System Requirements
- Signature 365 Required Permissions
- Signature 365 Reliability and Security
- Symprex Trust Centre
- Symprex Data Processing Agreement
- Signature 365 Terms of Service
- Microsoft Application Security Attestation
Document Disclaimer
This Technical Data Sheet provides a general overview of the capabilities, compatibility requirements, infrastructure, availability objectives and security characteristics of Signature 365.
Specific technical requirements may vary depending on the customer's Microsoft 365 environment, selected deployment configuration and enabled features.
Availability and disaster recovery figures are operational objectives and do not constitute contractual service-level commitments.
The current Symprex Terms of Service, Data Processing Agreement and applicable subscription agreement govern the contractual relationship between Symprex and its customers.
© 2026 Symprex Limited. All rights reserved.