Sending emails

CONTENTS

(Only for Basic and Premium plans with Mail service.)

Create a policy for the emails that members send, and monitor to detect cases that satisfy the conditions of that policy.

The sent email that corresponds to one or more policies will be processed according to the most recently created policy.

Each policy includes conditions and processing methods.

Manage policy on sending emails

Mobile

Check and manage the status of monitoring policies related to sending emails.

  1. Tap ‘Monitoring’ from the Admin menu.
  2. From the menu on the left, tap ‘Sent Mail’ 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 emails filtered by this policy.
    • Use status: Displays whether the policy is in use.

PC Web

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

  1. Click ‘Monitoring’ from the Admin menu.
  2. From the menu on the left, click ‘Sent Mail’ 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 emails filtered by this policy. Click to check the filtering details such as the information of the filtered email.
    • Use status: Displays whether the policy is in use.

Create policy on sending emails

Create a policy related to sending emails. You can create up to 500 per domain.

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

PC Web

  1. Click ‘Add policy’ at the top of the Sent Mail  page to access the Add policy page.
    • Title (required): Enter the title of the email sending policy.
    • Set conditions (required): Companies to apply policy conditions. You can select multiple companies.
      • Outgoing mail: You need to choose at least one of the two.
        • Internal sending: Apply policies only on emails sent within the company.
        • External sending: Apply policies only on emails sent to outside the company.
      • Sender, Recipient, Filter contents, and Attached file: One of the four must be selected.
        • Sender: Select between ‘Select member’ and ‘All members’.
          • Select member: Press ‘Add address’ to select the members to apply the policy. You can add up to 50 members.
          • All members: Apply the policy to all members.
      • Recipient: After selecting the checkbox of the ‘Recipient’ field, enter the email address or domain. If the selected member is the recipient, the set actions will take place.
      • Filter contents: If the content of your choice is included, the selected actions will take place. Select this to use the content or URL included in the mail as a condition of the policy.
        • Contents: Select this when an email containing a specific phrase is the condition of the policy. You can select one of the following: Subject+Body of message, Subject, Body, and Attached file name. You can enter only one phrase as a condition per policy.
        • URL: Select this when an email with a specific URL in the body is the condition of the policy. You can enter only one URL as a condition per policy.
      • Attached file: Select this when a file attachment in an email is the condition of the policy. To select this, you must select one between ‘General’ and ‘Files with download limit’.
        • General: Applied when you want the general file attachment option when attaching a file to an email
        • Files with download limit: Applied when you select the ‘Files with download limit’ option when attaching a file in an email. By selecting the ‘Files with download limit’, you cannot select ‘Change attached file’ and ‘Insert text’. 
  2. Performed details (required): Select the actions that will take place when the set conditions are satisfied.
    • Transmission blocked:  Emails that satisfy the set conditions are prevented from sending. No email is sent to the recipient.
      • Block notifications: If you select the option and enter the content in the entry field, the notification explaining the content that blocked email from sending will be sent via email to the sender.
    • Update Mail: Emails that satisfy the set conditions are processed according to one of the following. You must select one of the following to choose this option.
      • Recipient: Send the emails that satisfy the set conditions additionally to other members. You can select between ‘Automatically add organization head’ or ‘Enter recipient’.
        • Automatically add organization head: The head of the sender’s organization receives emails that satisfy the set conditions. If the sender is the head of the organization, no additional email is sent.
        • Enter recipient: Press ‘Add address’ to select the members to receive the emails that satisfy the set conditions. You can add up to 5 members.
      • Changed attached file: Delete or encrypt attachments. You can choose between the following two.
        • Encrypt attachment: The password is sent to the sender via email. For the recipients to access the attachment, they must enter the
        • Delete attached file: The attached file is deleted and delivered to the recipient. The recipient does not know if there was a file attached previously.
      • Insert text: Insert a specific phrase in front of the subject of an email and forward it to the recipient. You can choose between ‘If there is an attached file’ or ‘Always’.
        • If there is an attached file: For an email with an attachment, the phrase you saved is inserted in front of the subject.
        • Always: Insert the phrase you saved into all emails, regardless of whether the file is attached to the email.
    • Approve mail: The approval mailbox is automatically created for the email approver to access. The emails detected by the policy are sent to the approval mailbox. When you open an email with an approval request, ‘Approve’ and ‘Reject’ buttons are available. The email will be processed according to the selected result.
      • Approve: Send the email.
      • Reject: Do not send the email. The rejected email is delivered to the sender.
      • If the approver does not take any action, the sender can view the email status as ‘Sending’.
    • No task: The option does not change or block emails that satisfy the set conditions. Records remain in the monitoring log.
  3. Notification settings: If turn on the ‘Notifications on’, notification is sent when the set conditions are satisfied.
    • Recipient: Click the ‘Contacts’ to select members to send notifications. You can select up to 5 members.
    • Incoming method: Choose how to receive notifications. You can select one or more options: Mail and Message.
  4. At the top right, click ‘Save’ to save the information you entered.

Edit policy on sending emails

Edit the saved policies on sending emails.

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 sending emails.

Delete policy on sending emails

Delete the saved policies on sending emails.

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 sending emails

Search the saved policies on sending emails.

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 sending emails

PC Web

Set whether to use the saved policy on sending emails.

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 a situation.

  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 emails sent

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

  1. Select ‘Monitoring’ from the left to expand the menu and press ‘Sent Mail’ 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 the email was sent.
  • Policy no.: The serial number of the policy (rule) that monitored this email.
  • Sender: The name and email address of the sender.
  • Subject: The subject of the email.

PC Web

  • Date: The date and time the email was sent.
  • Policy no.: The serial number of the policy (rule) that monitored this email.
  • Recipient: The name and email address of the recipient.
  • Sender: The name and email address of the sender.
  • Subject: The subject of the email. Click to view the detailed information of the given email.
    • Date of the policy applied
    • Subject
    • Sender
    • Recipient
    • Mail size
    • Attached file
    • Policy application results
    • Original email text
  • Attachment: If there is an attached file, the file name of the attached file is displayed.

Search monitoring history of emails sent

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.: The serial number of the created policy.
    • Recipient: The name and email address of the recipient.
    • Sender: The name and email address of the sender.
  2. Click ‘Search’ to view the search results.

Send monitoring report of policy on sending emails

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 log as a file.

At the top right, press ‘Download’ from the ‘Monitoring’ page. The log contains the date, rule number, recipient, sender, mail title, attached file, and mail size.

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