Veritas™ AdvisorMail User Guide
- Introducing AdvisorMail
- Standard Features
- Email Archive
- Compliance Rules
- Administration
- Reports
- Data Requests
- Preferences
- Instant Message Archiving
3) Predefined Text
In this section an Administrator can create the pre-define text for the rejection and the notification emails. These fields include:
Rejected Email: Manual
Rejected Email: Hold Time Expiration
Rejected Email: Address Compliance Rule Triggered
Trapped Email Notification
Trapped Email Approved Notification
Message Appending
Here's a quick description of each predefined email text field. Except the
field, the fields that are described are only available if AdvisorMail has been configured for Pre Review capabilities. These fields include:- The default text an auditor sees in the rejection comments box when they manually reject a message.
- An email that has exceeded the time that is allowed in the Pre Review folder, a rejection email is sent to the original sender. The body of the rejection email contains the text in this field. The original email is attached to the rejection email.
- When AdvisorMail automatically rejects an email due to a "Reject" Email Rule, it sends a rejection email to the original sender. The body of the rejection email contains the text in this field. The original email is attached to the rejection email.
Both versions (inbound and outbound) of these Rejected Email fields are included.
- AdvisorMail provides this mechanism to enable a System Administrator to inform recipients when AdvisorMail traps one of their emails. A trapped email does not reach its recipients until approved by an auditor. This results in a delay in the delivery of the email. This delay can be short or long, depending on the auditor's workload. Three fields are associated with this feature:
- Select this option to enable the mechanism.
- If selected, the sender of the notification email is a generic AdvisorMail System address. If unselected, the Primary Email Address of the auditor to whom the email is assigned is the Sending address of the notification email.
- The content of the notification email.
- AdvisorMail provides this mechanism to enable a System Administrator to inform recipients when an auditor has approved a trapped email. A trapped email does not reach it's recipients until approved by an auditor. This results in a delay in the delivery of the email. This delay can be short or long, depending on the auditor's workload. Three fields are associated with this feature:
- Select this option to enable the mechanism.
- If selected, the sender of the notification email is a generic AdvisorMail System address. If unselected, the Primary Email Address of the auditor to whom the email is assigned is the Sending address of the notification email.
- The content of the notification email.
- AdvisorMail allows an organization to append custom text to the bottom of each outbound email that passes through AdvisorMail. This text is appended to the bottom of the email after the original email's text and signature information.
Note:
You can use this field to apply a corporate disclaimer to outbound email to ensure that your email use policies are met (re: Disclaimers).
The appended text is ignored (automatically whitelisted) by the compliance testing if a recipient responds to an email with this text included. The compliance editor scans other test in the response based on the email address rules. You can use this feature for:
Approval comments - provide notes on the approval of compliance. For example, "This email has been approved for release".
Disclosure statements - Stamp each email with your organizations standard disclosure statement. For example, "Securities offered through ACME Securities, Inc."
Marketing messages - Stamp each email with a business generating message. For example, "Check out ACME Securities' line of no-load mutual funds".
Reminder messages - Stamp each email with a business reminder. For example, "ACME Securities, Inc. now supports after hours trading."
The appended text is added to the email subsequent to compliance testing and archival. Therefore, the text is not visible at the bottom of outbound emails on the Message View page.