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  How do I configure my Auto Close 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 Auto Close Rule is designed to automatically close messages from senders that typically do not merit your review. Examples may include emails from newsletter providers, travel accommodations, shopping websites, or advertisements.

To setup a rule to automatically close email from specific senders, or containing specific content, locate the Rules section by scrolling over the Policies heading 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 "Auto Close 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. As this rule will automatically close messages sent from specific email addresses or all addresses related to a domain name, select the section labeled Sender (as shown in Figure 1.4).

Figure 1.4









You can create the Auto Close Rule to automatically close emails sent from specific email addresses, all email addresses related to a domain name, or instant messages and social media messages from specific usernames. As domain names will require you to uncheck the Whole Word Option, they will need to be added separately from specific email addresses and instant message or social media usernames.

To add specific email addresses to your Auto Close Rule and only close emails from specific senders:

  1. Add specific email addresses to the Add Address(es) field, separating multiple addresses by commas.
  2. Make sure the Whole Word Only option is "checked”.
  3. Then, click the Add Address(es) button (as shown in Figure 1.5).

Figure 1.5









To add domain names to your Auto Close Rule and close emails from all senders at the specified domain names:

  1. Add the domain names to the Add Address(es) field, separating multiple domains by commas.
  2. Make sure the Whole Word Only option is "unchecked”.
  3. Then, click the Add Address(es) button (as shown in Figure 1.6).

Figure 1.6









To add specific usernames to your Auto Close Rule and close instant messages and social media messages from specific senders:

  1. Add specific usernames to the Add Address(es) field, separating multiple usernames by commas. In many cases, instant message and social media usernames will be the email address Smarsh has associated with the account.
  2. Make sure the Whole Word Only option is "checked”.
  3. Then, click the Add Address(es) button (as shown in Figure 1.7).

Figure 1.7









After you have added specific email addresses, domain names, and instant message and social media usernames to your Auto Close Rule, they will appear in the list (as shown in Figure 1.8).

Figure 1.8








If you will be creating your Auto Close Rule to automatically close emails, instant messages, or social media content based on content found in the body of the message, select the Body tab in the Search Criteria section (as shown in Figure 1.9).

You can also define criteria for the other parts of an email: Subject, Filename, and Attachments.

Figure 1.9









After selecting the Body tab:

  1. Enter keywords or phrases to the Add Keyword(s) field, separating multiple words or phrases 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. Then, click the Add Keyword(s) button (as shown in Figure 1.10).

Figure 1.10









After you have added content to the Body tab, it will appear in the list (as shown in Figure 1.11).

Figure 1.11









Your next step will be to define the action to take when messages match the Search Criteria of your Auto Close Rule.

  1. Scroll 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” (as shown in Figure 1.12).

Figure 1.12









After defining the action to take when messages match your search criteria:

  1. Scroll to the heading for Short Circuit option.
  2. Select the option for "Stop scanning message after this rule”.
  3. Last, click the Save Rule button (as shown in Figure 1.13).

Figure 1.13







You have successfully configured a rule to automatically close messages from specific email addresses, from all addresses related to a specified domain name, or messages containing specific content in the Body of the message.






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



Keywords : VCO, rule, auto close, autoclose, Virtual Compliance Officer, training, junkmail, junk mail, policies
Category : Smarsh Archiving Platform
FAQ ID : 332
Last Updated : 4/8/2016