As a Compliance Officer, you can set up a policy rule that alerts users when some form of unwanted communication or classified data exchange is happening, such as inappropriate language, credit card numbers or phone numbers.

Affected software version: 1.1.26 and up

Rules are easy to set up and customize. There’s no limit to the number of rules you can create or what they should warn you about; it all depends on the keywords you use. Emails can be sent to specific users when a rule's condition is fulfilled.

Add a rule

1. Log in with Compliance Officer privileges.
2. Click the Policy tab.

3. Under Rules, click the + Add sub-tab to expand the Add/Edit Rule section with all its options.

Configure the rule options

• Name: Name your rule, e.g. Credit Card Rule.
• Description: Write a short description of hits that this rule will get and other information regarding email notifications or forwarding emails that triggered this rule.
• Expunge period: 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 the system.
• Dates: 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.
• Forever: If you select this option, the To date is automatically disabled. The From date is the starting date, and there is no date when this rule stops capturing emails/messages.
• Sample Rate: The rule gets all hits/emails, but if you set the sample rate to e.g. 60% and click on hits, you’ll see only 60% of the messages that trigger the rule.
• Status: If this option is selected, the rule becomes active immediately after it’s created. If it is inactive, the rule won’t get hits even when it should. Once it's changed to active again, the rule starts to get hits from that moment. This won’t affect emails that were already archived in the past.
• Categories: Choose the category for the rule. You can create your own categories or use the separate categories tab in the Policy section.
• Action on hit: Notify: Enter the email of the person you want to be notified when any email is processed by this rule.
• Action on hit: Forward a copy to: Enter the email of the person you wish to forward a copy of the email that triggered the rule to.
• Action on hit: Do not archive: Any emails that trigger the rule will not be archived at all.
• Email Directions: Incoming: Only incoming emails are checked against the rule.
• Email Directions: Outgoing: Only emails going from the company email domain to outside users activate the rule.
• Email Directions: Internal: Only emails going from a company/email domain user to another company user activate the rule.
• Message Type: Select which type of messages you want the rule to apply to.
• Search Criteria/Block Container: Create additional conditions that will trigger the rule.

Once everything is configured, click Save.

Related articles

• How to Add or Remove Emails to/from a Policy
• How to Create and Use Keyword Lists in Jatheon cCore
• How to Create a Content Policy for WhatsApp

Learn more about compliance with Jatheon.