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.
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).
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,
When the Body section opens:
- Type your keywords and phrases in the Add
Keyword(s) box. Multiple keywords and phrases can be entered if they are separated
- 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”.
- 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).
After you click the Add Keyword(s) button, your keywords and phrases
will appear in the Keyword list (As shown in 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
- Scroll down to the blue heading for "Actions to
take when messages match search criteria:”.
- In the area labeled "Change status and flags
to:”, select the Status of "Open”.
- Next, select the Flag for "Further Review Needed” (as shown in Figure
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
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).
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