Affected software version: 1.1.26 and up
Role: Compliance Officer
Rules are used to alert user(s) that some form of unwanted communication or classified data exchange is happening. It’s very easy to set up and customize a rule to tailor it to your own needs. There’s no limit to the number of rules you can create and what rules should warn you about. It all depends on what keywords you will use. Emails can be sent to specific users when some rules fulfill the rule condition. You can use rules to alert you about inappropriate language, credit cards, phone numbers etc. Remember that this option is fully customizable and that your only limit is the keywords you want the conversations monitored for.
To set up a policy, log in with Compliance Officer privileges and click on the Policy tab.
Under Rules click on + Add sub-tab to expand the Add/Edit Rule section with all its options:
This option allows you to name your rule, e.g. Credit Card Rule.
You can write down a short description of hits that this rule will get and other information regarding email notifications or forwarding emails that triggered this rule.
This option lets you select the time period after which hits/emails that are in this rule will be deleted and removed from the rule and Jatheon’s archiving system. If this option is set to Indefinite, emails/hits will never be removed from the rule or deleted from our system.
This option allows you to select From and To dates for the rule to get hits. Any emails that should be processed by this rule but are out of the specified date range will not be displayed in this rule.
If you select this option, the To date will automatically be disabled. This means that the From date is the starting date and that there is no date when this rule should stop capturing emails/messages.
The rule will get all hits/emails, but if you set up the sample rate to e.g. 60% and click on hits, you’ll see only 60% of messages that trigger the rule.
If this option is selected, it will make a rule active immediately after it’s created. If this option is inactive, the rule won’t get hits even when it should. Once it's changed to active again, the rule will start to get hits from that moment. Note that this won’t affect emails that are already archived in the past.
This option allows you to choose the category for rules. You can create your own categories or use the separate categories tab in the Policy section.
Action on hit: Notify
If this option is selected, enter an email of the person you want to be notified when any email is processed by this rule.
Action on hit: Forward a copy to
If this option is selected, enter an email of a person to whom you wish to forward a copy of the email that triggered the rule.
Action on hit: Do not archive
If this option is selected, any emails that trigger the rule will not be archived at all.
Email Directions: Incoming
If this option is selected, only incoming emails will be checked against the rule.
Email Directions: Outgoing
If this option is selected, only the emails that are going from the company email domain to outside users will activate the rule.
Email Directions: Internal
If this option is selected, only emails that are going from the company/email domain user to another company user will activate the rule.
This field lets you select which type of messages you want the rule to apply to.
Search Criteria/Block Container
You can can create additional conditions that will trigger the Rule.
Once everything is configured, click Save.