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  How do I configure my Privileged 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 Privileged Rule is designed to automatically close and categorize messages sent to or from your attorney as "Privileged”.

To setup a rule to automatically close and categorize privileged communication, locate the Rules section by scrolling over the Polices heading and selecting Rules (as shown in Figure 1.1).

Figure 1.1









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

Figure 1.2









After clicking the Add New Rule button:

  1. Type "Privileged 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 and categorize emails as Privileged if they are sent to or from your attorney, you will need to define criteria for both the Sender and Recipient sections.

First, select the Sender section to define the specific email addresses and domains names you would like to automatically close and categorize as Privileged if they are listed as the "Sender” of the email (as shown in Figure 1.4).

Figure 1.4









The rule can be set up to apply to specific email addresses or all email addresses related to a domain name. As domain names will require you to uncheck the Whole Word Option, they will need to be added separately from specific email addresses.

To add specific email addresses to your Privileged Rule and automatically close and categorize 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 Privileged Rule and automatically close and categorize 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








After you have added specific email addresses and domain names to the Sender section, they will appear in the list (as shown in Figure 1.7).

Figure 1.7








Now, select the Recipient section to define the specific email addresses and domains names you would like to automatically close and categorize as Privileged if they are listed as a "Recipient” of the email (as shown in Figure 1.8).

Figure 1.8








To add specific email addresses to your Privileged Rule and automatically close and categorize emails sent to specific recipients:

  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 1.9).

Figure 1.9









To add domain names to your Privileged Rule and automatically close and categorize emails sent to any email address 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 1.10).

Figure 1.10









After you have added specific email addresses and domain names to the Recipient section, they 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 emails match the Search Criteria of your Privileged 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 "Auto Closed”.
  3. Select "Yes” for the Privileged category (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 and tag privileged messages from specific senders and to specific recipients.



Keywords : VCO, rule, privileged, Virtul Compliance Officer, training, policies
Category : Smarsh Archiving Platform
FAQ ID : 333
Last Updated : 6/4/2015