Message

CONTENTS

Create a policy to monitor sent messages, and monitor to detect cases that satisfy the conditions of that policy.

The message that corresponds to two or more policies will be processed according to the most recently created policy.

Manage policy on messages

Mobile

View and manage the status of monitoring policies related to messages.

  1. Tap ‘Monitoring’ from the Admin menu.
  2. From the menu on the left, tap ‘Message’ and then ‘Manage policies’ to access the page.
    • Policy number: The serial number of the policy. Saving a policy automatically creates the policy number.
    • Policy title: The title of the policy.
    • Filtered: The number of messages filtered by this policy.
    • Use status: Displays whether the policy is in use.

PC Web

Manage policies on messages by creating, deleting, and using monitoring policies (rules).

  1. Click ‘Monitoring’ from the Admin menu.
  2. From the menu on the left, click ‘Message’ and then ‘Manage policies’ to access the page.
    • Date: The date and time the policy was created.
    • Policy number: The serial number of the policy. Saving a policy automatically creates the policy number.
    • Policy title: The title of the policy.
    • Registered By: The name and email address of the member who created the policy.
    • Filtered: The number of messages filtered by this policy. Click to check the filtering details such as the information of the filtered message.
    • Use status: Displays whether the policy is in use.

Create policy on messages

Create a policy related to sending messages. You can create up to 500 policies.

PC Web

Policies consist of two elements: conditions and what will happen if they are satisfied.

  1. Click ‘Add policy’ at the top of the Message page to access the Add policy page.

    • Title (required): Enter the title of the policy on messages.
    • Set conditions (required): Companies to apply policy conditions. You can select multiple companies.
      • Send messages internally or externally: You must select one of the two.
        • Send to internal: For messages to send within the company.
        • Forward to outside: For messages to send outside the company.
      • Sender, Recipient, Filter contents, and Attached file: One of the four must be selected. Filter contents and attached files cannot be selected together.
        • Sender: After selecting the checkbox of the ‘Sender’ field, press the ‘Add address’ to access the window, and add members. You can search members on the ‘Contacts’ window and add email addresses of the selected members. The maximum number of email addresses you can add is 50 and mailing lists cannot be entered.
        • Recipient: After selecting the checkbox of the ‘Recipient’ field, press the ‘Contacts’ to access the window, and add members. You can search members on the ‘Contacts’ window and add email addresses of the selected members. The maximum number of email addresses you can add is 50 and mailing lists cannot be entered.
        • Filter contents: If the content you saved is included, the selected actions will take place. Select this to use the message content or attached file name as the policy conditions. If the content entered contains spaces or special characters, the filter result may be inaccurate.
          • Message Contents: Select this when using a specific phrase as the condition of the policy. You can enter only one phrase as a condition per policy.
          • Attached file name: Select this when using a specific phrase in the attached file name is the condition of the policy. You can enter only one phrase as a condition per policy.
        • Attached file: Select this when a file attachment in an email is the condition of the policy. If not selected, file transfer history is not included in the monitoring results.
        • Bot message: Set whether to include the messages sent from Bots.
          • Exclude Bot messages: Exclude Bot messages from the condition.
          • Include Bot messages: Include all messages in the condition.
          • Only select Bot messages: Only include Bot messages in the condition.
    • Notification settings (required): Notification is sent when the set conditions are satisfied. You can choose between 1 hour or 6 hours as a notification time.
      • Email notification: Enter the email address to add the administrator who will receive the email. You can enter up to 5 email addresses.
      • Message notification: Check the checkbox of the ‘Message notification’ field and click ‘Contacts’ to access the window then add email addresses of selected members. You can enter up to 5 email addresses.
  2. At the top right, click ‘Save’ to save the information to the list.

Edit policy on messages

Edit the saved policies on messages.

PC Web

  1. On the ‘Manage policies’ page, click the title of the policy you want to edit from the list and then access the ‘Modify policy’ page to make changes.
  2. At the top right, click ‘Save’ to edit the policy on messages.

Delete policy on messages

Delete the saved policies on messages.

PC Web

  1. On the ‘Manage policies’ page, check the checkbox of the policy you want to delete.
  2. Click ‘Delete’ on the top to delete the selected policy.

Search policy on messages

Search the saved policies on messages.

You can search by policy number, title, creator, and use status.

Mobile

  1. On the ‘Manage policies’ page, tap the search icon and expand the search menu.
  2. Enter the search information and tap ‘Search’.

PC Web

  1. Select the option from the ‘-Search item-’ of the ‘Manage policies’ page.
  2. Enter the search information and click ‘Search’.

Set use status of policy on messages

Set whether to use the saved policy on messages.

Monitoring is only available for the policies set to ‘In use’.

It is useful to create policies that require frequent monitoring first and set whether to use depending on the situation.

PC Web

  1. Check the checkbox of the policy you want to change the use status from the ‘Manage policies’ page.
  2. Click ‘Enable’ or ‘Disable’ on the top.

At the top right, you will see the number of policies currently in use.

Monitoring messages

You can monitor the detected content of the policy in use.

  1. Select ‘Monitoring’ from the left to expand the menu and press ‘Message’ to access the page. On mobile, tap the button to access the menus. 
  2. Press ‘Monitoring’ on the top.

Mobile

  • Date: The date and time monitored by the policy in use.
  • Policy no.: The serial number of the policy that was monitored. Tap to view the details of the policy.
  • Sender: The name of the member or Bot who sent the message.
  • Message: Part of the monitored message content.

PC Web

  • Date: The date and time monitored by the policy in use.
  • Policy no.: The serial number of the policy that was monitored. Click to view the details of the policy.
  • Sender: The name of the member or Bot who sent the message.
  • Receiver: The name of the member or bot who receives the sent message.
  • Message: Part of the monitored message content. Click to view the detailed information.
    • Detailed information: Date, Sender, Recipient, and Message

Search monitoring history of messages

Mobile

  1. Tap the search icon from the ‘Monitoring’ page to expand the search menu and enter search conditions.
  2. Tap ‘Search’ to view the search results.

PC Web

You can search by setting a period or entering details. Also, you can apply multiple conditions per search.

  1. On the ‘Monitoring’ page, select the period to search. Click ‘Advanced’ to apply multiple conditions at once for a search. The following search conditions are available.
    • Policy no.
    • Sender
    • Recipient
  2. Click ‘Search’ to view the search results.

Send monitoring report of policy on messages

Automatically send the monitored content to specific email addresses.

  1. From the ‘Monitoring’ page, press the ‘Monitoring report’ at the top right.
  2. Select how often to send the report and press ‘Contacts’ to select the email addresses to receive it. You can choose between Everyday and Weekly for the reporting cycle.
  3. Press ‘Save’ on the bottom.

Download log

You can download the monitored content as a file.

At the top right, press ‘Download’ from the ‘Monitoring’ page. The log contains the date, policy number, recipient, sender, file/folder name, file size, and location.

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