Veritas™ AdvisorMail User Guide

Last Published:
Product(s): AdvisorMail (Version Not Specified)
  1. Introducing AdvisorMail
    1.  
      About AdvisorMail
    2.  
      AdvisorMail features
    3.  
      About AdvisorMail system security
    4.  
      AdvisorMail Multi-tier architecture
    5.  
      System requirements
  2. Standard Features
    1. About AdvisorMail's Standard Features
      1.  
        1) Left Navigation Pane
      2.  
        2) User and Office Location
      3.  
        3) Upper Banner
      4.  
        4) Title Bar
      5.  
        5) Advanced Search
      6.  
        6) Action Bar
      7.  
        7) Right Click Menu
      8.  
        8) Selecting Records
  3. Email Archive
    1. About Email Archive
      1.  
        1) Folders
      2.  
        2) Title Bar
      3.  
        3) Advanced Search Options
      4.  
        4) Action Bar
      5.  
        5) Right Click Menu
      6.  
        6) List View
    2. Focus View
      1.  
        1) Title Bar
      2.  
        2) Header
      3.  
        3) Header Icons
      4.  
        4) Attachments
      5.  
        5) Action Bar/More Menu
      6.  
        6) Violation Tabs
      7.  
        7) Right Click Menu
      8.  
        8) Violation Jump Bar
      9.  
        9) Snippet Box
      10.  
        10) Email Body
    3. Snippet View
      1.  
        1) Title Bar
      2.  
        2) Advanced Search
      3.  
        3) Action Bar
      4.  
        4) Header
      5.  
        5) Header Icons
      6.  
        6) Attachments
      7.  
        7) Recipients
      8.  
        8) Snippet Section
      9.  
        9) Right Click Menu
  4. Compliance Rules
    1.  
      About Compliance Rules
    2. Keywords and Phrases
      1.  
        1) Title Bar
      2.  
        2) Advanced Search
      3.  
        3) Action Bar
      4.  
        4) Right Click Menu
      5.  
        5) Keywords and Phrases
      6.  
        6) Fuzziness
    3. Whitelist
      1.  
        1) Title Bar
      2.  
        2) Advanced Search
      3.  
        3) Action Bar
      4.  
        4) Right Click Menu
      5.  
        5) Whitelist Text
    4. Attachments
      1.  
        1) Title Bar
      2.  
        2) Advanced Search
      3.  
        3) Action Bar
      4.  
        4) Right Click Menu
      5.  
        5) Attachments
    5. Random Sample
      1.  
        1) Title Bar
      2.  
        2) Random Sample Mechanism
    6. Inbound Addresses
      1.  
        1) Title Bar
      2.  
        2) Advanced Search
      3.  
        3) Action Bar
      4.  
        4) Right Click Menu
      5.  
        5) Inbound Rules
      6.  
        6) More Menu
    7. Outbound Addresses
      1.  
        1) Title Bar
      2.  
        2) Advanced Search
      3.  
        3) Action Bar
      4.  
        4) Right Click Menu
      5.  
        5) Outbound Rules
      6.  
        6) More Menu
  5. Administration
    1.  
      About Administration
    2. Controls
      1.  
        1) Title Bar
      2.  
        2) System Settings
      3.  
        3) Predefined Text
    3. Auditors
      1.  
        1) Title bar
      2.  
        2) Actions bar
      3.  
        3) Right Click menu
      4.  
        4) Auditors list
      5.  
        5) More menu
      6.  
        6) Show Deleted Auditors
      7.  
        The Add Auditor dialog
      8.  
        The Edit Auditor dialog
    4. Offices
      1.  
        1) Title Bar
      2.  
        2) Advanced Search
      3.  
        3) Action Bar
      4.  
        4) Right Click menu
      5.  
        5) Offices table
      6.  
        6) Login to Offices
      7.  
        The Add Office dialog
      8.  
        The Edit Office dialog
    5. IP Filtering
      1.  
        1) Title Bar
      2.  
        2) Search Bar
      3.  
        3) Action Bar
      4.  
        4) IP ranges
    6. Bloomberg Settings
      1.  
        1) Bloomberg Settings Actions Bar
      2.  
        2) Bloomberg Settings Table
      3.  
        3) Bloomberg Settings: Upload PGP Private Key
  6. Reports
    1.  
      About Reports
    2. Archive Report
      1.  
        1) Title Bar
      2.  
        2) Advanced Search
      3.  
        3) Action Bar
      4.  
        4) Right Click Menu
      5.  
        5) Archive Report
    3. Auditor Report
      1.  
        1) Title Bar
      2.  
        2) Advanced Search
      3.  
        3) Action Bar
      4.  
        4) Right Click Menu
      5.  
        5) Auditor Report
    4. Email Report
      1.  
        1) Title Bar
      2.  
        2) Advanced Search
      3.  
        3) Action Bar
      4.  
        4) Right Click Menu
      5.  
        5) Email Report
    5. Auditor Login Report
      1.  
        1) Title Bar
      2.  
        2) Advanced Search
      3.  
        3) Action Bar
      4.  
        4) Right Click Menu
      5.  
        5) Auditor Login Report
  7. Data Requests
    1.  
      About Data Requests
    2. New Request
      1.  
        1) Title Bar
      2.  
        2) General Information
      3.  
        3) Offices
      4.  
        4) Folders
      5.  
        5) Addresses and Domains
      6.  
        6) Text Search
    3.  
      Submitting Your Data Request
    4. Data Request History
      1.  
        1)Title Bar
      2.  
        2) Action Bar
      3.  
        3) Request History
    5. Data Request Results
      1.  
        1) Title Bar
      2.  
        2) Data Request Details
      3.  
        3) Download Results
    6. About the Data Request Email Templates
      1.  
        New Data Request Confirmation Notification
      2.  
        ACTION REQUIRED Notification
      3.  
        Request Completed Notification
      4.  
        Shipping Request Confirmation Notification
  8. Preferences
    1.  
      About Preferences
    2. User Preferences
      1.  
        1) Title Bar
      2.  
        2) User Login Settings
      3.  
        3) Password Settings
      4.  
        4) Privileges
    3. Display Preferences
      1.  
        1) Title Bar
      2.  
        2) Settings
  9. Instant Message Archiving
    1.  
      About IM Archiving

3) Action Bar

The Action Bar has four buttons and a More Menu on the left side and page navigation icons on the right side. The Action Buttons and More Menu are visible and active for Auditors who have been given the Compliance Rules privilege on the Auditors page. These buttons are hidden for Auditors who do not have this privilege or have been set to Read Only. These buttons include:

Add - This function allows an auditor to add a new email address rule. Clicking on the Add button opens the following pop-up.

The Add function only applies to email addresses. Only customer support has the ability to add a new domain to a customer's AdvisorMail.

Enter the First and Last names that are associated with the new address. Enter the UserName portion of the email address (the portion of the email address before the @ symbol). Select the Domain Name of the new address. If the domain you want is not in the drop-down list, contact Customer support so they can add the domain to AdvisorMail. If there is a Rep ID associated with the new address, enter it into the field. Select the Office you want to place the email address. Select the Email and IM Rules you want to apply to the new address. If this address is an alias of another address already contained within AdvisorMail, set the Alias Account to Yes. Enter the email address that this new address is an alias of into the Alias of Address field.

AdvisorMail does not allow Alias nesting. An email address can have more than one alias, but an email address that has aliases cannot be made an alias of another address.

The options available for Email Rule are:

  • Approve: AdvisorMail automatically places a copy of an email from this address into the Approved folder. Approved emails are immediately forwarded to their intended recipient(s).

    Note:

    This rule can be used for email from your personnel that do require archiving but do not require compliance review.

  • Audit AdvisorMail compliance tests emails from this address. If Compliant, emails are delivered to their end recipients and a copy is placed in the Compliant folder. Non-compliant emails are trapped, not delivered to end recipients and placed in the Pre Review folder.

    The Audit option is only available for organizations in Pre-Review mode.

  • Bypass AdvisorMail immediately delivers an email from this address to its end recipient(s) but does not archive the email.

  • Global AdvisorMail compliance tests emails from this address. If Compliant, emails are delivered to their end recipients and a copy is placed in the Compliant folder. Non-compliant emails can take one of two directions, based on the Global Post Review setting that is found on the Controls page. If Global Post Review is set ON, non-compliant emails are delivered to their end recipients and a copy is placed in the Post Review folder. If Global Post Review is set OFF, non-compliant emails are trapped, not delivered to end recipients and placed in the Pre Review folder.

  • Post Review AdvisorMail compliance tests emails from this address. If Compliant, emails are delivered to their end recipients and a copy is placed in the Compliant folder. Non-compliant emails are delivered to their end recipients and a copy is placed in the Post Review folder.

  • Privilege AdvisorMail automatically places a copy of an email from this email address into the Privileged folder. Privileged emails are immediately forwarded to their intended recipient(s).

  • Reject AdvisorMail automatically returns any email from this address to the original sender with predefined rejection comments. The email is not delivered to end recipients. Placed in the Reject folder is a copy of these emails with the predefined rejection text.

    The Reject option is only available for organizations in Pre-Review mode. This rule comes in handy if you want to shut down all email from an employee that has been fired.

The options for IM Rules are Approved, Bypass, Post Review, and Privilege. For descriptions of these, see Email Rules options.

If you add a new address that has the same Rep ID as other addresses in the system, a secondary pop-up is presented. This pop-up allows the Auditor to choose the email addresses that should be the 'Primary' account. The Rep ID field allows an auditor to link multiple email addresses. Customers whose reps have multiple email addresses to be archived use the Rep ID field to associate those addresses to the rep. For each Rep ID, AdvisorMail demands that one address be Primary and all other addresses are regarded secondary.

Edit - An Auditor can edit one or more domains or one or more email addresses using the Edit button. Use any method previously defined in the Standard Features section to select one or more existing rules and then click the Edit button. You may edit domains or email addresses but not both simultaneously.

You may only edit Active rules. If you select multiple records but include one or more inactive records in your selection, the Edit button is turned off.

Edit Email Address If you select one email address to edit, the following pop-up is presented:

The following fields are editable when you select one address to edit:

  • First Name

  • Last Name

  • Rep ID - This field is not editable if the address is a Primary address

  • Office

  • Email Rule

  • IM Rule

  • Alias Account

  • Alias of Address

For a description of these fields, see the Add Address section in the previous section.

Edit Multiple AddressesIf an Auditor selects multiple email addresses, the Edit pop-up is presented.

The following fields are editable when you select multiple addresses to edit:

  • Office

  • Email Rule

  • IM Rule

For a description of these fields, see the Add Address section in the previous section.

Edit Single/Multiple DomainsIf an Auditor selects one or multiple domains, the Edit pop-up is presented.

The following fields are editable when you select domain(s) to edit:

  • Office

  • Email Rule - The options for this field are the same as those available for Add/Edit Email Address (see previous section for description) plus one additional option:

    • None - An Auditor can apply an email rule at the domain level or individual address level. If an Auditor wants to apply email rules at the Email Address level, then they can set the domain's Email Rule to None. If a domain's email rule is not set to None, the domain's email rule takes precedent over the rules that are assigned to the domain's addresses. If the domain rule for abc.com is Approved and the email rule for mark@abc.com is Privileged, all outbound emails from mark@abc.com are placed into the Approved folder. If abc.com's email rule is set to None, all outbound emails from mark@abc.com are placed into the Privileged folder.

  • IM Rule - The options for this field are the same as those available for Add/Edit Email Address (see previous section for description) plus one additional option:

    • None - An Auditor can apply an IM rule at the domain level or individual address level. If an Auditor wants to apply IM rules at the Email Address level, then they can set the domain's IM Rule to None. If a domain's IM rule is None, then the domain's IM rule takes precedent over the IM rules that are assigned to the domain's email addresses. If the domain IM rule for abc.com is Approved and the IM rule for mark@abc.com is Bypass, all IMs from mark@abc.com are placed into the Approved folder. If abc.com's IM rule is set to None, all IMs from mark@abc.com are bypassed (not archived).

      The Email Rule and IM Rule fields are not editable if the domain addresses are distributed into different offices from the domain rule. A domain's email and IM rules are only editable if the domain rule and all email addresses for that domain are in the same office.

Activate - An Auditor can activate inactive email address rules by selecting the rules to be activated and clicking the Activate button.

Deactivate - An Auditor can deactivate active email address rules by selecting the rules to be deactivated and clicking the Deactivate button.

Domains cannot be activated nor deactivated. These buttons are not active if a domain rule is selected.