Crossware Mail Signature Presentation

An introduction to Crossware Mail Signature www.crossware.co.nz

Company

ABOUT CROSSWARE

Founded in Denmark in 1992

Moved to New Zealand in 1999

Grown to become the largest Lotus Business

Partner in New Zealand

Specialists in collaboration and knowledge

management

Developed a range of standard products for the Lotus Notes Domino platform:

Crossware Mail Signature

Crossware Mail Archive

Crossware QP Export

Crossware CRM

Crossware Mail Signature

THE NEED FOR OUR PRODUCT

Crossware’s clients wanted to smarten up the presentation of their emails

Our response was to create Crossware Mail Signature

We soon discovered that our product was able to address needs beyond corporate image in other departments including: legal, IT, sales & advertising

In EU new laws were introduced January 2007 that require certain legal information on all electronic communications including emails and web sites

Product overview

WHAT DOES IT DO?

Crossware’s solution provides for centralised control of email signatures

Great looking email signatures are added at the server end, directly prior to emails leaving your organisation

WHAT MAKES IT DIFFERENT?

Our solution entirely removes user discretion from the signature design and set-up process

Emails become 100% consistent, protecting your corporate image and completely tamper-proof

Supports: disclaimers, graphics and logos, banners, special promotional messages and much more!

What’s in it for the marketing department ?

CORPORATE IMAGE

Electronic communications will be professionally presented and 100% consistent with your organisations corporate image

CONSISTENCY

Logos and graphics displayed will be the current / correct version

Designs will be presented in exactly the way that your marketing department has prescribed

CONTROL & ASSURANCE

Signatures are tamper-proof

Users unable to modify the approved corporate text and layout

How to brand your email

Before and after

How not to brand your email

Before and after

What’s in it for the advertising & sales teams ?

HARNESS UNTAPPED ADVERTISING POTENTIAL

Crossware’s software allows advertisers to treat every email your organisation sends as a promotional

opportunity…

Crossware Mail Signature will automatically add sales or promotional text to the base of all emails leaving your organisation

TARGETED PROMOTION

The solution [when linked to CRM or similar systems] can even automatically target the promotional messages to individual recipients – [this happens regardless of who the sender is in your organisation]

Targeting is based on the demographic profile that your organisation maintains on your prospects and clients

How to use advertising in emails

What’s in it for the legal department ?

COMPLIANCE / LEGISLATION

Emails will be 100% compliant with new disclosure legislation in Europe and other parts of the world

DISCLAIMER MANAGEMENT

The solution appends server side disclaimers - users are unable to alter the signatures or disclaimers

MANAGING MULTIPLE ENTITIES

Staff who in the course of their work represent multiple legal entities [within a group of companies] have the ability to effortlessly toggle between different email signatures

Example of requirements in Europe

What’s in it for the IT department ?

REDUCED ADMINISTRATION

No need to physically touch every PC

Helpdesk calls about signatures are reduced to zero

Data can be pulled from a Domino Directory or any Notes database [such as an HR system] or many external systems such as a staff database

REDUCED DATA TRAFFIC

Internal emails can be delivered without rich graphics or logos, substantially reducing the size of data transferred internally

REDUCED STORAGE REQUIREMENTS

Logos and other signature data will not be stored on individual machines and duplicated many times in sent item folders – saving space in your mail files.

How it works… user creates new email in Lotus Notes, on the web or on handheld server processes email sender info instantaneously merged in and correct signature block appended email sent to recipient with correct signature appended signature block retrieved from mail signature DB

Technical information

EASE OF USE

Installation is straight forward – usually installed and configured in an hour!

No additional hardware required

No change to email templates required

SUPPORTS MOST CLIENTS

Lotus Notes Version 6 and above

Domino Web Access

Blackberry

Apple iPhone

Lotus Notes applications that send emails

SUPPORTS ALL SERVER OPERATING SYSTEMS

Compatible with Windows, Linux, zLinux, IBM i, Solaris and AIX

Who is using Crossware Mail Signature?

HIGH PROFILE INTERNATIONAL USERS

Some of the world’s largest organisations using Domino have already adopted Crossware’s solution

Demand is very high and customer satisfaction is superb

CERTIFICATION

IBM has certified this product for use with Lotus Domino

Resellers of Crossware Mail Signature

WORLDWIDE NETWORK OF RESELLERS

Australia

Belgium

Denmark

France

Germany

Italy

New Zealand

Singapore

Switzerland

United Kingdom

What our customers are saying

“ I can imagine that you had an overwhelming interest for your product. New laws here in Europe are now forcing us to include mail signatures and disclaimers on all outgoing SMTP mails.”

“ We were glad to find a product like this. We were told that working with signatures with iNotes would really be a pain, especially with logos and other graphics, but we have now found Crossware Mail Signature which solves the problem.”

“ First of all, congratulations on your smooth running setup program. Have never seen a setup program which does its job this well, especially in the Domino-environment, which always are a bit more complicated than 'standard' Windows-environments.”

“… we do like the better things in life. Like good quality software that makes a domino administrators life easier. :) Thanks again and not sure if you can tell but we are already using it.”

Next steps