We’ve introduced features and rules to help keep emails (and email chain) file sizes optimised – this helps keeps overall system performance of your - and your clients’ - systems running well.
As part of this, changes have been made relating to your email signature templates, i.e. the standard content that you’ve defined to go at the footer of mails you send. If the image files for signatures aren’t chosen appropriately (for example pasting in a very large image file and adjusting to fit), this can often lead to unnecessarily large email file sizes each time you send, which over time can reduce performance of the systems handling the mails.
To help combat this, the following changes have been implemented:
If your email signature template is over 200KB, when you’re in a Work Item and you select to write a mail, the system will show a message recommending you optimise the signature size, along with a link to your User Settings page to let you do this.
Please note that you will still be able to send your emails as normal, even with the larger signature template still in use.
This message may also show immediately upon logging into Work Manager, until your signature is below the 200KB recommendation.
You can click the warning popup link link, or independently go to your User Settings page. Whenever you are adjusting your email signature template here, you'll be able to see the file size. If it exceeds the limit it will show in red and you'll be asked to reduce the size. You can either choose a smaller file, or hit the ‘Optimise’ button.
Click the Optimise button to compress the file sizes (this won't change the image dimensions).
Once you’ve optimised the signature size, you’ll be able to Save your changes.
Please note that as part of the upgrade procedure, any extremely large email signature templates, specifically email signature templates over 2MB in size, are automatically deleted from your user profile upon version upgrade. Users will need to recreate their signatures via their User Settings page.
