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ExSign

Adding Entities and Organizations for Google Workspace

Understanding the Hierarchy 

An Entity for Google Workspace is a logical construct, it has no physical presence or corresponding object in Google Workspace at all. It exists purely within ExSign as a container for one or more Google Workspace tenants. 

Because Google Workspace is cloud-based, entities here are created as a "Cloud Entity" type designed specifically to manage cloud-based email environments. 

A cloud Entity is one shared entity type, and a single Cloud Entity can house organizations from more than one cloud product at once (e.g., both Microsoft 365 and Google Workspace tenants under the same entity). 

Viewing Entities 

Go to the left menu, under Main, and then click Entities: 

Setting What It Controls
Entity Name Name of the cloud entity 
Default  A toggle switch; click it directly on this list to change which entity is default. The default entity automatically receives every newly onboarded Google Workspace tenant unless assigned elsewhere, a more specific mechanism than the generic "default or not" description given for Exchange and M365's equivalent column 
Total Servers  Number of servers associated with this entity 
Total ORGs  Number of Google Workspace tenants under this entity. Organization here means a Google Workspace tenant 
Onboarding Date  When the entity was added 
Actions 
 Edit and other entity actions 


Adding an Entity 

Click + New Entity, and then Add Cloud Entity, and provide:

Setting What It Controls
Entity Name (required) A friendly name for this logical grouping 
Images Folder Name  A folder name created on the Portal server to hold this entity's images 

 

Configuring Entities Further 

Controlling how and where signatures get applied.

  • Sent Items Settings: Enable Update Sent Items to keep mailboxes' Sent Items folders showing the stamped version of what was sent, optionally with Create Copy to preserve the original.
  • Split Message Settings: Apply banners to some organizations/users and exclude others, same mechanism as Exchange. 
  • Exclude Stamping: 

Setting Limits and Quotas 

  • Max Banners Limit: caps total banners the entity can publish. 
  • License Quota: allocates mailbox licenses out of your total pool, same mechanism as Exchange. 

Keeping License Usage Accurate 

  • Sync Deleted Items: frees licenses from deleted mailboxes, with Auto Sync (daily at 1:00 AM) or Trigger Now for an immediate sync, identical to Exchange. 

Troubleshooting Stamping Placement 

Enable Troubleshooting, provide a Sender Email and Test Subject, and review generated .eml diagnostic logs. 

Google Connector Settings 

Go to the entity's Actions menu and select Google Connector Settings. This creates the Inbound/Outbound connectors for your organizations. 

Field What to Enter
ExSign Inbound Connector, IP Addresses (required) A comma-separated list of IP addresses. Incoming messages are identified by checking that the sending server's IP falls within this list
ExSign Outbound Connector, Smart Host (required)  An IP address or certificate name to route outgoing messages through 


Click Update to apply.

Deleting an Entity 

To remove any entity, under Actions column, click  and then Delete. 

Adding an Organization 

Each organization you create is individually assigned a platform, so the same entity can hold a Google Workspace organization and a Microsoft 365 organization side by side.

Go to the left menu, under View by Entities, click Organizations, then + New Organization: 

Field What to Enter
Entity Name Which entity this organization belongs to 
Select Platform The cloud platform this organization connects to, choose Google Workspace here 
Organization Name 
 A friendly name for this Google Workspace organization 
Domain Suffixes  Domains for this Google Workspace organization. Each Google Workspace organization is?assigned?domains. Those same domains must also be listed against the matching organization inside the?ExSign?Portal. When an OU Admin logs in with their credentials,?ExSign?checks whether their domains match one of the domains listed for that organization?in?ExSign.??If it matches,?the OU Admin is?let in. If it?doesn't, login fails,?even with otherwise-correct credentials

Viewing Organizations 

The list shows Organization Name, On-Boarding Date, Enable Status (enabled/disabled), and Actions. 

Field What It Shows
Organization Name It is the name of the organization
On-Boarding Date shows the date of creation
Enable Status It allows you to set status of the organization like enable/disable
Actions It allows to perform various other actions

How to Create an Entity and Organization

Watch the video tutorial to see how to quickly deploy an entity and organization in ExSign for Google Workspace.

 

Configuring an Organization Further 

QR Codes and vCards

Click QR Code under Actions.

  • Internal (vCard): Displays the user's built-in digital business card when scanned. See Designing vCards for how the vCard itself gets built, now confirmed relevant here too. 
  • External: A standard QR code showing custom attributes (Placeholder, Processing URL, Width, Height) instead of a vCard. 

Limits and License Quota 

  • Set Quota: caps the number of rules and banners this organization can create. 
  • Plain Text to HTML: Convert plain-text replies/forwards to HTML before stamping, with font family/size and preview, same as Exchange. 
  • Exclude Stamping: Comma-separated addresses to skip, with the same entity-overrides-organization precedence rule as Exchange. 
  • License Quota: Only takes effect if organization license capacity is enabled under System > General Settings (confirmed here as being described at the Entity Admin level, see the terminology note below).

Sync M365 User Profiles 

Pulls the latest user profile data from Google Workspace immediately, rather than waiting for the next scheduled sync. To sync a user profile, Click  under Actions column and then Sync Users Profiles. 

Deleting an Organization 

To remove any organization, Click  under Actions column and then Delete.