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  How do I configure my Keyword rule?
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The Policies function is an automated agent designed to assist companies with their email supervision tasks. The policy-driven supervision engine allows for more effective and efficient email review, and helps compliance departments identify "real” risk.

Note: Rules and their defined actions will only apply to messages archived after the creation of the rule or after the update is made to an existing rule. Rules will not retroactively scan messages which were archived prior to the creation of a rule or after an update is made to an existing rule.

The Keyword Rule is designed to scan and update messages for a defined set of words or phrases a firm considers to be "red flags”. To setup the Keyword Rule, locate the Rules section by scrolling over the Policies menu and selecting Rules (as shown in Figure 1.1).

Figure 1.1

When the Rules page opens, click the Add New Rule (as shown in Figure 1.2).

Figure 1.2

After clicking the Add New Rule button:

  1. Type "Keyword Rule” in the Rule Name field.
  2. Select the Message Type for which the rule will apply. Multiple Message Types can be selected.
  3. Then, click the Add New Rule button (as shown in Figure 1.3).

Figure 1.3

This will open the Summary section of the rule where you can begin to define your Search Criteria. Select the section related to the part of a message you would like to scan for your keywords. For example, if you want the rule to scan the body of an email, instant message, or social media content, you would select Body (as shown in Figure 1.4).

In addition to the Body, you can scan other parts of a message for keywords by adding the keywords to additional sections: Subject, Filename, and Attachments.

Figure 1.4

When the Body section opens:

  1. Type your keywords and phrases in the Add Keyword(s) box. Multiple keywords and phrases can be entered if they are separated by commas.
  2. Decide whether or not to use the Whole Word Only option. Whole Word Only will find exact matches to the entered word or phrase. For example, if selected and you enter the word "Risk”, it will only find instances of "Risk”, not "Risky” or "Briskly”.
  3. After you entered keywords and have decided whether or not you would like to use the Whole Word Only option, click the Add Keyword(s) button (as shown in Figure 1.5).

Figure 1.5

After you click the Add Keyword(s) button, your keywords and phrases will appear in the Keyword list (As shown in Figure 1.6).

Figure 1.6


Your next step will be to define the action to take when messages match your Search Criteria, or contain keywords and phrases from your Keyword list.

  1. Scroll down to the blue heading for "Actions to take when messages match search criteria:”.
  2. In the area labeled "Change status and flags to:”, select the Status of "Open”.
  3. Next, select the Flag for "Further Review Needed” (as shown in Figure 1.7).

Figure 1.7

You can then scroll down a little further and opt to a use the Add to Message Points scoring system. This will apply a given number of points for each incident of a keyword or phrase being found in a message. The purpose of the Add to Message Points is to help prioritize messages which could potentially be more relevant, or problematic, than others when performing message reviews.

After deciding whether or not to use the Add to Message Points scoring system, click the Save Rule button (as shown in Figure 1.8).

Figure 1.8

You have successfully created your Keyword rule.

Your next step is creating a search to locate emails containing keywords.Or, if you find instances of keywords and phrases producing false positives in your search results, you can provide exclusions to your Keyword Rule.

For custom training options or custom policy services, please contact our Professional Services Team here.

Keywords : VCO, rule, keyword, key word, Virtual Compliance Officer, training, policies
Category : Smarsh Archiving Platform
FAQ ID : 331
Last Updated : 4/8/2016