Why the setting to remove English email signatures applies only to new indexes in Relativity project management.

What a tiny setting can do for your project communications

Ever notice how the smallest controls can ripple through a whole workflow? In Relativity, a lot of power hides in the quiet corners of the admin panel. Take the setting that governs English email signatures. It’s the kind of toggle you might overlook—yet it shapes how teams communicate when new workspaces come online. Here’s a grounded look at what that setting really means, why it matters, and how to approach it without chaos.

What the setting actually does

Let’s cut to the point. The setting in question is described as “On for new indexes only.” In plain terms, this means:

• If you create a brand-new index, the rule about removing English email signatures will apply to that index.

• Existing indexes stay as they are. They don’t flip to the new behavior by default.

• Any future indexes you spin up will use the updated configuration unless you change them again.

Think of it as a gentle rollout. It avoids shaking up what’s already in motion while giving new workspaces a cleaner, updated standard. That distinction—new indexes vs. old ones—lets admins avoid unplanned surprises for teams that are already running a set of established workflows.

Why this matters in project management

You’re juggling timelines, reviewers, and lots of collaborators. Small changes in how emails are signed and presented can affect clarity, tone, and even trust. Here’s the practical impact of a new-index-only approach:

• Consistency for fresh workstreams: New projects begin with the updated default, so teams aren’t confronted with old signature conventions that feel out of step with current policies.

• Stability for ongoing work: Existing indexes keep their established signatures. No retroactive changes means no unexpected email formatting disrupting ongoing conversations.

• Easier governance: Admins can phase in policy updates without forcing a complete reset across the board. Think of it as a controlled transition rather than a broad, blunt roll-out.

Let me explain it with a quick analogy. Imagine upgrading the heating system in a building. You don’t rewire every apartment at once; you upgrade new units first, then plan a phased renovation. The new-index rule is a similar, thoughtful approach for your messaging settings—keep the old in place where it’s already working, while giving new workspaces a cleaner baseline.

How to think about implementing this in Relativity

If you’re in charge of a Relativity environment, here’s a practical way to approach it without turning everything upside down:

• Document the intent: Write a short note for your team explaining that new indexes will adopt the removal rule, while existing indexes won’t change automatically. A clear rationale reduces speculation and supports smoother adoption.

• Plan for new index creation: When a new project or workspace is launched, check the setting before you finalize the index. It’s a tiny check at creation time, but it prevents later questions.

• Communicate expectations: Let users know what to expect from new indexes. If someone is opening a new project, they’ll see the updated signature behavior by default. If they’re working in an older index, those rules won’t apply unless you decide otherwise later.

• Review periodically: Budgets, teams, or regulatory needs can shift. Schedule a lightweight review—say every quarter—to decide whether the “new indexes only” rule still fits your current needs or if you want to extend or adjust it to more indexes.

A mental model you can use during setup

Here’s a simple framework you can carry into conversations with teammates:

• Start with the goal: Minimize confusion and keep communications clean for new workspaces.

• Separate the timelines: Treat new work as experimental in a controlled way, while honoring existing commitments.

• Map the touchpoints: Where do signature rules show up automatically? In index creation flow, in email templates, or in governance announcements? Note them so everyone knows where the changes can appear.

• Decide who holds the keys: Identify the admin or owner who toggles the setting for new indexes. A single point of accountability makes it easier to keep things aligned.

Relativity-specific angles that often matter

Relativity environments blend formal governance with practical, day-to-day workflow. A few related ideas that often come up in teams managing these settings:

• Language and tone controls: English signatures aren’t just about text. They’re part of a broader language policy in communications tied to the index. If you’ll be supporting multilingual teams, clarify how language rules interact with signature removal.

• Templates and reminders: Some teams rely on signature templates to maintain branding or legal disclosures. If you’re removing English signatures for new indexes, consider how existing templates should be handled and whether new templates should be introduced for new workspaces.

• Audit trails: Changes often invite questions. Keeping an audit trail of who changed the setting and when helps with accountability and future planning.

• Training and handoffs: When new indexes come online, include a quick onboarding note for editors and reviewers about the signing behavior. A short checklist can save time later.

A few words on user experience

From a user’s point of view, the top priority is clarity. If you’re opening a new index and you know that English email signatures will be removed, it reduces guesswork. People won’t wonder, “Why does this email look different here?” The more predictable the environment, the smoother the collaboration across teams.

This is one of those moments where tech policy and everyday work intersect. You don’t need a complicated rationale to justify the choice. You just need to explain how it helps teams move forward without tripping over past habits.

A reminder about the balance

No policy, no matter how well intentioned, fits every situation. The “On for new indexes only” rule is a thoughtful balance between progress and continuity. It gives new workspaces a cleaner start while respecting the momentum of existing projects. That balance is what good project management often looks like in practice: practical, incremental change that keeps people productive today and confident about tomorrow.

A quick checklist you can carry into your next setup

• Confirm the current state: Is the setting actually labeled “On for new indexes only” in your environment?

• Decide on the timing: Do you want this to apply immediately to any new index, or do you want a short grace period for teams to adjust?

• Communicate clearly: Draft a short note for teams that explains what changes to expect and why.

• Leave room for review: Set a future date to re-evaluate the rule in light of new projects, regulatory shifts, or evolving branding needs.

• Document the decision: Place a short policy note in your governance docs so future admins understand the rationale and the scope.

A closing thought

Settings like this remind us that project management isn’t only about big milestones. It’s also about the quiet decisions—how we set up new spaces, how we guide new teams, and how we create predictable environments where people can focus on their work. The choice to apply the signature removal rule only to new indexes is a small but meaningful example of thoughtful governance in action. It’s not flashy, but it’s effective. And when you see it in practice, you’ll appreciate how a simple toggle can keep momentum steady without losing the trust of people who rely on clear, consistent communications.

If you’re toggling through your Relativity admin panel yourself, take a breath, check the label, and remember: new indexes, new rules. Old work, old habits. It’s a clean, patient way to steer the ship without jarring the crew. And that kind of steady steering is what good project management is all about.