A refreshed Signature 365 experience

This release introduces a major visual and usability refresh across Signature 365. We’ve updated the interface throughout the portal to make it cleaner, more consistent and easier to navigate, while retaining the workflows and functionality you’re already familiar with.

The changes include:

• Improved navigation with a revised structure, clearer breadcrumbs and updated profile and account menus.
• More consistent lists and tables, with standardised search, filtering and actions across the portal.
• Refreshed menus and controls dropdowns, selectors, filters and other common components behave and look consistent throughout.
• Updated template management, including improved template cards, list layouts, headers and view controls.
• Automatic appearance – A new Auto appearance option allows Signature 365 to follow your device's light or dark theme automatically.
• An updated Fields experience, with improved filtering and a refreshed layout.
• Improved sign-in and onboarding, with cleaner layouts and more consistent authentication screens.
• Numerous smaller usability and visual improvements across dashboards, dialogs, folders and other areas of the portal.

The refreshed Signature 365 experience will shortly be available in your tenant

Integrated breached password checks

We’ve introduced a new security feature that checks the password used to sign in to your Signature 365 account against a published database of passwords known to have been exposed in data breaches.

New passwords that are known to have been breached can no longer be used. If your existing password is found in the breached-password database, you’ll see a warning when you sign in advising you to change it.

You can find more details on this at the following article: Breached password checks for Signature 365 accounts

Improved Fields management

We’ve made several improvements to custom fields, particularly for organisations managing larger or more complex sets of field data.

You can now filter Fields by source, editability and type, making it easier to find the fields you need. Field descriptions can also now contain more than 100 characters.

More control over Microsoft 365 profile photo import

Administrators can now disable the import of user profile photos from Microsoft Entra where these aren't required.

We’ve also improved the reliability of Microsoft 365 imports, including preserving imported field data when an import changes from a Delta to a Full run and improving the handling of unexpected profile photo responses from Microsoft Graph.

🛠 Other Enhancements

Improvement - Portal: Added new filtering options for Fields and increased the maximum length of field descriptions.
Improvement - Import: Improved Microsoft 365 imports, including more robust handling of profile photos.
Improvement - Portal: Improved sign-in and email verification behaviour.
Bug fix - Portal: Fixed an issue that could prevent non-text custom fields from being created or edited.
Bug fix - Import: Fixed an issue where imported field data could be lost when an import type is changed.
Bug fix - Portal: Fixed false-positive warnings for valid Scriban expressions in the template editor.
Bug fix - Portal: Fixed an issue that could prevent images associated with deleted signatures from being removed.
Bug fix - Designer: Fixed false-positive template editor warnings when using some Scriban functions without parentheses.
Bug fix - Portal: Fixed an issue which could cause users to see an incorrect Session expired message immediately after signing in.
Bug fix - Server-side: Improved processing of messages where the source message identifier is unavailable.

Hi from the team at Symprex!

Since our previous update, our development team has focused on improving the reliability, security, and day-to-day usability of Signature 365 and its supporting services.

This release adds SSO and MFA enforcement for Portal users, easier campaign and disclaimer ordering, and greater control over signature images. It also includes a range of security, reliability and performance improvements.

SSO and MFA enforcement

Following customer feedback, Signature 365 now supports enforcing SSO or MFA authentication for teammates.

This gives administrators greater control over how users access the Signature 365 web portal, helping organisations apply their authentication policies consistently while reducing the risk of access issues when requirements change.

We’ve also improved the underlying authentication experience to make policy changes, multi-tenant access and account-management workflows more reliable.

See the Knowledgebase article for setup instructions: Enforcing SSO or MFA authentication requirements for access to the Signature 365 web portal 

Campaign reordering

Following customer feedback, campaigns and disclaimers can now be reordered using drag and drop, making it quicker and easier to control the order in which they are applied.

Image embedding options

Customers can now choose how signature images are added to email: embedded directly in the message, as before, or loaded using hotlinks.

Hotlinking was previously available only on request, but can now be configured directly in Signature 365, giving organisations greater control over email size and how signature images are delivered.

Safer image deletion

Signature 365 now provides more detail when deleting images, including where an image is currently being used.

If an image is referenced only by previous signature revisions, administrators can also choose to force deletion, making it easier to clean up unused assets without affecting active signatures.

🛠 Other Enhancements

Improvement - Server-side: We have improved detection of email separators and client signatures when applying signatures server-side.
Improvement - Server-side: We have improved outbound processing performance and memory handling.
Bug fix - Portal: We fixed an error when saving a rule with "Specific users or groups" selected.
Bug fix - Portal: Plain text signatures now render correctly.
Bug fix - Portal: Preview error messages are now readable in the visual editor.
Bug fix - Portal: Copied templates now remain in the same folder location as the original template.
Bug fix - Server-side: New lines are now detected more accurately for nested HTML elements.
Bug fix - vCards: We've fixed a bug where required fields were not identified as such to the user.

Hi, and welcome to the latest update from the Symprex team.

Folder Permissions

We’re pleased to launch folder permissions in Signature 365, giving administrators more granular control over who can manage signatures, campaigns, and disclaimers across your organisation.

With folder permissions, admins can assign specific access rights to template folders, helping prevent unintended changes and ensuring teammates only manage the content they are authorised to access.

Folder permissions are available now for all tenants. Documentation can be found on the Signature 365 knowledge base, at Using folder permissions in Signature 365 

Our latest release also includes a number of reliability, scalability, and performance improvements for the Signature 365 services.

🛠 Other Enhancements 

• Improvement - Server-side: Improved memory usage tracking for enhanced resilience
• Improvement - Server-side: Enhanced handling of Non-Delivery receipts, including faster failure handling and loop safeguards
• Improvement - Infrastructure: Improved alerting integration to improve operational monitoring 
• Improvement - Server-side: Improved SMTP server scaling to support changing message volumes
• Improvement - Template design: Improved response times of the template editor

Bug fixes

• Bug fix - Portal: Resolved an issue where the users list returns an empty response
• Bug fix - Portal: The domain page could crash when no domains exist
• Bug fix - Portal: User photo placeholder is fixed in the template library
• Bug fix - Portal: Custom Roles were missing a permission for Signature / Campaign / Disclaimer management
• Bug fix - Integration: We fixed an issue where automated setup could cause a race condition

Hi from the team at Symprex, we hope 2026 is going well for you so far.

This update covers a busy period of work across the platform. Alongside a significant set of internal improvements to reliability, security, and tooling, we've shipped two customer-requested features: the ability to exclude specific users and groups from signature rules, campaigns and disclaimers, and intellisense functionality in our HTML editor.

User and Group Exclusions for Rules, Campaigns and Disclaimers

You can now exclude individual users or groups from signature rules, campaigns and disclaimers. This gives you finer control over how these are applied, without needing to restructure your existing configuration. The exclusion options follow the same familiar interface as the existing user and group selectors.

Template HTML Editor Improvements

As part of our ongoing improvement plans for the template editor, we have introduced IntelliSense autocomplete for our HTML editor, including field completion, operator support, and full Scriban syntax highlighting. These changes make working with functions and template fields easier and help to expose advanced functionality to those customers requiring this.

🛠 Other Enhancements

Improvement– Portal: Search engine indexing of campaign tracking domains is now blocked, protecting campaign link privacy
Improvement– SMTP: Improvements to email address parsing reliability, including support for encoded header values and non-standard SMTP status responses
Improvement– Infrastructure: Automated vulnerability remediation has been introduced to keep dependencies up to date proactively

Hi from the team at Symprex — we hope your 2026 is off to a strong start!

As we wrapped up important stability and security work at the end of 2025, our focus now shifts to delivering a new wave of improvements you’ll see and use every day. In the coming months we’ll be rolling out updates designed to make Signature 365 easier and more powerful for your team, including enhancements across the portal and a refreshed visual signature editor that will make building and managing your designs faster, more intuitive, and more capable than ever.

We’ll keep you posted with details as these features become available, and as usual the list of our completed enhancements and bug fixes is below.

🛠 Other Enhancements 

Improvement - Portal: We've moved to the latest version of the visual editor
Improvement - Portal: We now support base64 embedded images pasted directly into the visual editor
Improvement - Add-in: We've reduced the required permissions to Microsoft 365 for the Outlook add-in
Improvement - Security: We've updated our manual SMTP provisioning script to remove a deprecated Azure AD module
Improvement - SMTP: We've made a number of improvements to email sending reliability and performance
Improvement - Infrastructure: We've made a number of updates to improve fault tolerance and availability across all regions

Bugs

Bug fix - Add-in: We've improved our handling of internal Outlook signature errors
Bug fix - Security: We've patched an external library to harden authentication security to the service
Bug fix - Portal: Group and user selections and now easier to scan, with clearer grouping and indentation
Bug fix - Portal: The in-app changelog now displays and functions correctly
Bug fix - Portal: Organisation profiles now correctly display the Twitter/X icon where configured

Hi from the team at Symprex, and happy Thanksgiving to our American customers.

Our development team have been completing multiple bug fixes across the Portal, Add-in, SMTP services; Our SMTP infrastructure has been cleaned up and modernised — with improvements in backend performance, reliability, and deployment pipelines; resulting in a more robust and reliable SMTP service.

🛠 Other Enhancements 

Improvement - We now fully support UTF-8 local-part email addresses
Improvement - SMTP: We've made several improvements to handling of non-standard mail addresses and load scaling
IMprovement - Portal: Groups and users in Rules are now shown in a consistent (alphabetised) order, so you see them in the order intended
Improvement - Portal: A new Portal setting lets organisations decide whether “Send Pictures with Document” is enabled for each user’s device in the Agent
Bug fix - Portal: We've made several bug fixes to localization text descriptors
Bug fix - Portal: We've fixed a bug preventing selection of groups
Bug fix - Add-in: Ensured Add-in disabling via platform is honoured even when rules don’t match the user
Bug fix - SMTP: We've resolved an issue where multiple matching domains can stop mail sending
Bug fix - Portal: Selecting “All Signatures” now works as expected without showing unnecessary dialogs for Campaigns and Disclaimers
Bug fix - Add-in: We've fixed an issue due to Outlook blocking certain image formats

Hi, and welcome to the Signature 365 release update for October.

Our development team has made significant improvements to the reliability and resilience of our core systems since the last update. These changes make it easier to detect and respond quickly to anything that might affect performance, helping ensure a smoother overall experience.

We’ve also rolled out several enhancements to our server-side infrastructure, including the services that handle email delivery and logging. These updates improve consistency, scalability under load and visibility for our support and operations teams — all contributing to faster, more dependable mail delivery.

 As usual we have also resolved a number of bugs and added additional enhancements to the service as detailed below.

🛠 Other Enhancements

Improvement Import: Changes to user photos are listed in the import overview
Improvement Server-side: We've implemented systems limiting disruption caused by unintentional mass emails from customers
Improvement Import: Deleted Entra ID groups are now highlighted on import configuration

Bug fix Portal: We've fixed an issue where the imported user count could be incorrect.
Bug fix Import: We've fixed an issue where an upload failure can cause import to fail

Hello again - we hope you have enjoyed a great summer!

The team have been hard at work since our last update, working on several internal improvements to greatly enhance our resilience and recovery processes for all server-side email, ensuring we can continue to process your server-side emails at all times.

Keyboard shortcuts and Tabbable selections

We've introduced the ability to tab between add-in sections, and the feature to use Ctrl + num to select a signature by keyboard shortcut from the taskpane:

As usual the team have also been busy with the additional improvements and fixes detailed below.

🛠 Other Enhancements

Improvement - Fields: We've increased the allowed organisation field value size to 1000 characters
Improvement - We've clarified the instructions for users when using 2FA recovery codes
Improvement - Outlook Add-in: We've enabled tabbable selections and keyboard shortcuts for signatures in the add-in task pane
Improvement - Improved Sent Items Update to more reliably find the email to update 

Bug fix - Portal: We've fixed a bug in language preferences which prevented users from being invited as a teammate
Bug fix - Portal: Rule priority order value can appear out of sync in the UI
Bug fix - Template Editor: If empty / else menu option does not include the "!"
Bug fix - Partner Billing: We've fixed a bug where an owner account email has a leading space

We’re thrilled to roll out language support for the Signature 365 portal and add-in — now live in production!

You can now experience Signature 365 in your preferred language, with support for:
Dansk, Deutsch, English, Español, Français, Italiano, Norsk, Nederlands, Português, and Svenska.

This is a major step toward making Signature 365 more accessible and user-friendly for teams around the globe. Dive in and explore it in your language of choice!

Signature 365 Portal

Language selection in the Signature 365 portal is manual, and will default to English. To update your language in the portal, click your name drop-down in the top right and select an available language from the Language menu. The language selection for the portal will persist across logins and also update your Outlook add-in to match.

Signature 365 add-in

By default, the Signature 365 add-in will auto-detect the user's Outlook language, and use this where possible to apply the correct language. Where the Outlook language is not yet supported in Signature 365, we will default to English or the language selected in the portal.

Users can update the display language of the add-in if required by opening the task pane and selecting the Settings tab, which gives the option to select your desired display language. Selecting a language from the drop-down and clicking the Save button will save this setting. The option will persist across logins and across all Outlook platforms.

Hi from the team at Symprex!

Following the implementation of NAA authentication by Microsoft in February, we are seeing the disabling of legacy tokens on increasing numbers of customer Microsoft 365 tenants - this process is expected to be completed my Microsoft in June.

A very large percentage of customers have already completed the upgrade to the latest version of the add-in which we detailed in February. If you are already on v3, or joined Signature 365 after February, no action is required.

If the decision was made to enable legacy tokens and delay the upgrade, its is of utmost importance that the process is now completed and the upgrade is applied. Once legacy tokens are fully disabled, the previous versions of the add-in cannot function, and users with the Outlook add-in will not receive signatures until this is completed.

Details on the update process are noted here: Nested app authentication (NAA) and deprecation of Exchange legacy tokens


If you have any questions on the process, please contact our support team.