While the use of signatures attached to the end of all email messages has long been a key feature implemented in email client software, the ability to add disclaimer messages to all outgoing mail is increasingly becoming a must-have feature based on potential liability issues. For example, consider a situation where an employee forwards inappropriate materials to a client, friend, or associate. In many cases, because the message has been sent using corporate facilities (and bears the organizations name), the company could be held liable if a recipient took legal action. A disclaimer message added to the end of each could be used to make it clear that the employee sending the message is responsible for his or her actions. Conversely, the disclaimer tool could also be used to add corporate contact or promotional information to messages, thus potentially making it a new and effective marketing tool.
Both the standard and freeware versions of GFI MailEssentials 8 include the ability to add disclaimers to all outgoing messages. Advanced features include the ability to add different disclaimers to messages associated with a given user, group, or domain, as well as use variables to insert common information such as a users name or email address within the disclaimer text.
GFI MailEssentials 8 also provides the ability to configure auto-reply responses to messages sent to a specified email address. For example, if your company uses a generic address such as firstname.lastname@example.org to which existing or potential customers forward questions, the auto-reply feature can be used to automatically send them a reply stating that their message was received. Further to this, GFI MailEssentials is also capable of adding a tracking number to these messages for organizational and record-keeping purposes, using variables within the reply message, and even sending out different automated responses based on the subject line of a message. Although not a particularly glamorous feature, the auto-reply capability is definitely a useful way to let your customers know that their message has been received and will be attended to.