Private Portal Policy Configuration

Private Portal is a tool used to set policies that apply at the Admin, Domain, and Email user levels to place mail which matches the criteria of any active policy into the Private Portal App.

At the Domain level, the policy will apply to all outgoing mail for the domain, regardless of which outgoing authenticating user method is used.

Add a Policy

To add a Private Portal policy:

1. Log in to Mail Assure using SSO
2. Using the left hand menu, navigate to Private Portal > Private Portal Policies



3. Select + Add Policy at the top of the page



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
     • To apply policies for a specific Admin, this can also be done from the Manage Admins page. Choose Private Portal settings from the action menu for the Admin. See Private Portal User Level Specific Policy Configuration.
       • See Enabling a policy for an Admin for full details on enabling a policy for an Admin.
     • To apply policies for a specific Domain, this can also be done from the Domains overview page. Choose Private Portal settings from the action menu for the Domain. See Private Portal User Level Specific Policy Configuration.

       

     • To apply policies for a specific Mailbox, this can also be done from the Mailbox Configuration page. Choose the Mailboxes tab and Private Portal settings from the action menu for the mailbox. See Private Portal User Level Specific Policy Configuration.

       

   • Condition - The criteria the message should meet to be sent to the private portal.

   Section	Condition
   Message Body	Contains Does not contain Is Is not St arts 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

     We will match against the most common formats of these types of data – for example, a VISA credit card might be “4012888888881881”, or “4012-8888-8888-1881”, or “4012 8888 8888 1881”. However, it will always be possible for someone determined to bypass these checks to do so, e.g. with “my credit card is 4012 then eight eights in a row then 1881”. This functionality is intended to protect against accidental exposure rather than malicious intent.

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

The policy will now be displayed on the page

Enabling a policy for an Admin

For full details on Enabling a policy for an Admin, see Enabling a policy for an Admin.

Filtering Policies

Once policies have been created, filtering and searching is available to find specific policies.

The filter allows you to specify by the following criteria:

• Policy Status

  

• Admin

  

• Domain

  

• Mailbox

  

Manage Policies

Policies can be managed in several ways:

• Disable Policy
• Enable Policy
• Edit Policy
• Copy Policy
• Delete Policy

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 page

   

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 page

   

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 page

   

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 page

   

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