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Encryption Services - Create Mail Policies

Prerequisites

Active encryption services, see Add Hosted Services.

Summary

This article will demonstrate how to create a mail policy for a domain.



1. In a web browser navigate to the ITSolutionsNow encrypted mail gateway: https://securemail.myhostedservice.com//

 

2. Login using the administrative credentials supplied for the mail encryption services
Please note these credentials are not the same used to access email, and are unique to the client space. To request credentials either click the, "Forgot Password," link or email support@itsolutionsnow.com with the account holder name, domain name, and last four digits of the billing credit card.

 

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3. After a successful login locate the policies section and click the link for Add a policy.

 

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4. The subsequent page, Edit Outbound Mail Policies, allows for the customization of new Outbound mail policy. Three sections control the extent and sophistication of the outbound policy, General, Matching Conditions, and Action to Take, each field must be filled out for the new policy to take.

 

5. General Settings: This field is used mainly for description, reference, and reporting purposes. It is good practice to fill these fields out as distinctively as possible.

  1. Status: Sets the policy to active/inactive.
  2. Risk: Based on admin perception of the policy, this separates and brings emphasis to the policy in relation to the setting.
  3. Policy Name: Specify an informative title for the policy.
  4. Description: Pertinent details, and overview of the policy for reference purposes.
  5. Match: Determines rule activation. Setting the option to all requires that all conditionals specified in step 6 are met, whereas Any only necessitates that one condition is met.

Review the information before proceeding to the next section.

 

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6. Matching Conditions: Fields defined here determine the actions taken against a piece of outgoing mail, based on the option stipulated in the Match field (from step 5-5). Matching conditions that are flagged later determine what encryption policies are applied to the outgoing mail.

  1. Check Box 1: Enables the corresponding condition.
  2. If Conditional: Defines the conditional type for the correlating data, meaning this is the part of the email that is examined for the infringing data.
  3. Not Check Box: Logically changes the if statement to its converse, or opposite. Thus if the conditional type does not contain the designated data, then the matching conditional is flagged for encryption policy application.
  4. Contains: Select either Contains or Contains All. The former requires that any value matches against those in the chosen word list, while the latter necessitates all values to match.
  5. Share List Type: Choose the list type for the data to be matched against. Note that multiple matching conditions can be added if the policy needs to check multiple types. For the list type attachment, text data will be matched within attachments. Supported types include Excel, PowerPoint, Plain & Rich Text, and Word. Any non supported format will still have data extracted and analyzed for word list triggers.

Once all the requisite matching conditions are established, proceed to the next step.

 
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7. Action to Take: If an email is flagged for containing the defined matching conditions, it is in this step that the subsequent handling of the email is configured.

  1. Encrypt: Encrypts the marked message.
  2. Log & Continue: A log entry is made indicating the policy was triggered. The email will then be analyzed against other defined rules.
  3. Log & Send: A log entry is made indicating the policy was triggered, the email is then sent ignoring other rules.
  4. Return To Sender: The email is returned to send with any customized comment explaining the nature of the return.
  5. Discard: Message is deleted, no further rules are processed.

After the message handling is configured, click Save to create the policy. The policy will now appear on the Outbound Email Policies page.

 

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What Is Next?

Create Mail Policies,

Install The Outlook Encryption Add-In,

Mail Keywords & Conditionals.

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