Private Portal User Level Specific Policy Configuration

Default Policies

Default policies are available on the Private Portal Settings pages for Manage Admins, Domain Overview and Mailbox's.

This can be accessed by clicking the action menu dropdown to the left of the Admin, Domain or Mailbox and selecting Private Portal Settings

The default policies apply to all mail received at the level where it has been enabled.

Subject equals expression

When enabled, you will be asked to provide the expression to match against email subjects.

The expression provided must be contained within the email subject for the message to be sent to the Private Portal.

  • Multiple words can be used
  • All characters are accepted

Mail contains attachment

When enabled, all emails which contain an attachment will be sent to the Private Portal for review.

Add a Policy at a Specific User Level

When creating a Private Portal Policy for an Admin, Domain or Mailbox, this can be done either:

  1. From the Private Portal > Private Portal Policies page and following these steps

    2. Or

  2. For Admin - By navigating to Users & Permissions > Manage Admins

    For Domain - By navigating to General > Domain Overview

    For Mailbox - By navigating to General > Mailboxes Overview > Mailbox

    1. Click the arrow to the left-hand side of the page to show the Actions menu
    2. Select Private Portal Settings

      You will be taken to the Private Portal Settings page for the specific Admin, Domain or Mailbox where you will see a list of all available custom policies for that user.

    3. Add the policy by selecting Add Policy

    4. You will now see the Add Policy box. In here, provide the:
      • Policy Name - Give the policy a clear name that can be used to identify the policy
      • Policy Description (optional) - A brief description of the policy
      • User level - The user level where the rule will be applicable
      • Condition - The criteria the message should meet to be sent to the private portal.
        • SectionCondition
        Message Body
        • Contains
        • Does not contain
        • Is
        • Is not
        • Starts with
        • Ends with
        Recipient
        Sender
        URL
        Attachment Name
        Subject
        To
        CC
        From
        Sensitive Data
        • Is
        • When selecting Sensitive Data as the condition, you must chose one of five available data types to match:
          1. credit-card
          2. bank-account
          3. personal-identifier
          4. health-identifier
          5. any

      5. Exclusion rules (e.g. “all messages apart from”), rules with logic (e.g. “if X and Y or Z”), and rules using regular expressions are not permitted.

    5. Click Add

      6. The policy will now be displayed on the page and will be enabled by default.

Enabling a policy for an Admin

If a policy has been created in Private Portal > Private Portal Policies for an admin this needs to then be enabled for this admin user.

Do this by:

  1. Navigate to Users & Permissions > Manage Admins
  2. Click the arrow to the left-hand side of the page to show the Manage Admin Options menu
  3. Select Private Portal Settings

    4. You will be taken to the Private Portal Settings page for the specific Admin where you will see a list of all available custom policies for that Admin

  4. Enable the policy required by:

    1. Selecting the three dots to the right of the description of a policy and using the slider to turn the policy from Policy disabled to Policy enabled.

Manage Policies

Policies can be managed at the Admin, Domain or Mailbox levels in several ways:

Disable Policy

Disabling a policy can be done by either:

  1. Selecting the policy (or policies) on the list and choosing Disable policy/policies at the top of the policies list

    2. or

  2. Selecting the three dots to the right of the description of a single policy and using the slider to turn the policy from Policy enabled to Policy disabled

Once disabled, the policy will be greyed out.

Enable Policy

To enable a policy, select the three dots to the right of the description of a policy and using the slider to turn the policy from Policy disabled to Policy enabled.

Edit Policy

Editing policies can only be done one at a time, by either:

  1. Selecting the policy on the list and choosing Edit option at the top of the policies list

    2. or

  2. Selecting the three dots to the right of the description of a policy and selecting Edit policy

Copy Policy

Copying a policy can be done by either:

  1. Selecting the policy on the list and choosing Copy at the top of the policies list

    2. or

  2. Selecting the three dots to the right of the description of a policy and selecting Copy policy

Delete Policy

Disabling a policy or policies can be done by either:

  1. Selecting the policy (or policies) on the list and choosing Delete at the top of the policies list

    2. or

  2. Selecting the three dots to the right of the description of a single policy and selecting Delete policy

Once a policy has been deleted, there is no way to recover this. If you need this policy, but it has been deleted, it must be added again like any new policy