This section contains everything you need to manage administrative users, control access, and implement governance within your ExSign environment.

As your organization grows, different administrators may be responsible for different Exchange environments, departments, or operational tasks. ExSign provides role-based access control that allows you to delegate responsibilities while ensuring users can access only the features and resources required for their roles.

In addition to user management, ExSign enables you to configure approval workflows and custom delimiters, helping maintain accurate directory information, controlled publishing, and consistent administration across your organization.

The Managing Users & Access section consists of the following:

• User Management - Learn how to create and manage administrative users, assign roles and permissions, and control access to entities and organizations. Understand the responsibilities of each administrator role and how role-based access control helps protect your ExSign environment.
• Custom Delimiters - Learn how to configure custom delimiters used to separate multiple values stored in Active Directory attributes. Custom delimiters help ExSign correctly interpret directory data and display user information accurately within email signatures.
• Configuring Approval Workflows - Learn how to configure approval workflows that require one or more approval stages before signature rules, banners, or other configuration changes are published. Workflows help organizations maintain governance, branding consistency, and compliance by ensuring that changes are reviewed before deployment.

Before You Begin

Before configuring users and access, ensure that:

• ExSign has been successfully installed and configured.
• Active Directory authentication is working correctly.
• Administrative roles and responsibilities have been identified.
• Entities and Organizations have been configured.
• You have determined whether approval workflows are required for your organization.

Best Practices

For a secure and well-managed ExSign environment, consider the following recommendations:

• Assign users only the permissions they require to perform their responsibilities.
• Use ExSign Admin accounts only for system-wide administration tasks.
• Delegate day-to-day signature management to Entity Admins and OU Admins whenever possible.
• Implement approval workflows for organizations that require controlled publishing or compliance reviews.
• Periodically review administrator accounts and remove access that is no longer required.
• Use custom delimiters only when your Active Directory contains multi-value attributes that require special formatting.

Recommended Configuration Order

For the best experience, complete the topics in the following order:

1. Configure User Management and assign administrator roles.
2. Configure Custom Delimiters if your Active Directory uses multi-value attributes.
3. Configure Workflows to establish approval processes before publishing signatures and other changes.

This sequence helps establish a secure administrative structure before users begin managing signatures, banners, and other ExSign resources.