Email Signature Enhancements and Encryption Portal Improvements

Signature Updates

INKY introduces three major enhancements to email signatures: automatic profile photos, Microsoft custom attributes, and flexible column alignment.

Profile Photos from Directory API

Organizations can now automatically include employee photos in email signatures by pulling profile pictures directly from their directory service.

How it works:

• Photos sync automatically from Microsoft Graph API (Microsoft 365) or Google Directory API (Google Workspace)
• Enable via "Use Directory API Access to include a user's profile photo" in signature settings
• Options to crop photos to circles and set maximum height in pixels
• Control photo placement relative to signature content

Configuration:

1. Navigate to User Signature Settings
2. Enable "Use Directory API Access to include a user's profile photo"
3. Configure photo styling (circle crop, maximum height)
4. Set photo position (left/right of details, opposite logo, or override logo)

Microsoft Custom Attributes (1-15)

Microsoft 365 organizations can now leverage Exchange Custom Attributes 1-15 in email signatures, allowing for organization-specific data to be displayed.

What you can include:

• Employee IDs or badge numbers
• Cost centers or department codes
• Professional certifications
• Office locations
• Any custom organizational data

Configuration:

1. Enable "Include support for custom attributes from Microsoft Exchange" in signature settings
2. Custom Attributes 1-15 become available in the field configuration
3. Set each attribute as User Modifiable, Read-Only, or Hidden
4. Data pulls directly from Exchange/Active Directory

Custom Column Alignment Options

Signature layouts now support custom alignment controls for the two-column arrangement system, providing more flexibility in how signature fields are displayed.

What's New:

• Independent alignment control for left and right columns
• Options to align each column left, right, or center
• Better visual control over signature appearance
• Improved formatting consistency across different email clients

Configuration:

1. In the custom arrangement section of signature settings
2. Configure your two-column layout as usual
3. Use the new "Align Column Left" or "Align Column Right" options
4. Each column can be aligned independently for optimal formatting

Encrypted Message Filter

A new 'Encrypted' filter option is now available in the dashboard message filters, making it easier to identify and view encrypted messages.

What's New:

• Filter messages by encryption status in the dashboard
• Quickly identify which messages have been encrypted
• Better visibility into encrypted email traffic

This enhancement simplifies encrypted message management by adding encryption status as a standard filter option alongside existing filters.

Disable Plaintext Replies from Portal

A new setting allows administrators to prevent plaintext replies from being sent to the original sender's inbox. When enabled, all replies remain within the Encryption Portal only.

What it does:

• Replies from the Encryption Portal are no longer sent via plaintext email to the original sender
• All reply messages are kept exclusively within the Encryption Portal
• Senders must log into the portal to view responses
• Enhances security by preventing plaintext copies in email inboxes

How to Configure:

1. Navigate to Outbound Settings (EU: app.eu.inkyphishfence.com/settings/outbound)
2. Locate the Encryption Portal settings
3. Enable "Disable plaintext replies from the portal"
4. Replies will now be kept in the Encryption Portal only

Disable Encryption Sender Notifications

A new option in the OMP (Outbound Mail Protection) notification settings allows administrators to disable automatic notifications sent to users when they encrypt a message.

What it does:

• When enabled, users will not receive a notification upon encrypting a message
• Reduces notification volume for users who frequently send encrypted emails
• Simplifies the encryption workflow by removing confirmation notifications

How to Configure:

1. Navigate to Outbound Settings (EU: app.eu.inkyphishfence.com/settings/outbound)
2. In the OMP notifications section
3. Check "Disable encryption sender notifications"
4. Users will no longer receive notifications when encrypting messages

Support Email Configuration for Notifications

Administrators can now set a custom support email address for email notifications. This email address appears in the unsubscribe footer of notification emails sent to users.

What it does:

• Allows customization of the support contact shown in email notifications
• Appears in the "To be removed from this list, contact..." footer text
• Provides users with a clear point of contact for notification management
• Replaces generic contact information with organization-specific support details

How to Configure:

1. Navigate to Notification Settings (EU: app.eu.inkyphishfence.com/settings/outbound)
2. Locate the notification configuration section
3. Enter your organization's support email address in the designated field
4. Save the settings to apply the custom support email to all outgoing notifications

IPW Group Uninstall Warning

Enhanced warnings have been added to emphasize the side effects of uninstalling the IPW group. This improvement addresses issues where users were unintentionally removing and reinstalling the IPW group, causing it to disappear and disrupting email protection.

Key Improvements:

• Clearer warning messages about uninstall consequences
• Detailed explanation of what happens when IPW group is removed
• Prevention of accidental uninstalls through better user education
• Guidance on proper reinstallation if needed

Bug Fixes

• Dashboard Component Email Counts: Fixed custom dashboard components to correctly display only inbound message counts instead of total message counts
• User Reporting Metrics: Corrected the "Top Users Reporting Messages" section to show accurate reporting statistics and proper aggregations

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