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) 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 Email Message Appending field, the fields that are described are only available if AdvisorMail has been configured for Pre Review capabilities. These fields include:

  • Rejected Email: Manual - The default text an auditor sees in the rejection comments box when they manually reject a message.

  • Rejected Email: Hold Time Expiration - 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.

  • Rejected Email: Address Compliance Rule Triggered - 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.

  • Trapped Email Notification - 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:

    • Trapped Email Notification flag - Select this option to enable the mechanism.

    • Apply Generic Return Address - 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.

    • Text Field - The content of the notification email.

  • Trapped Email Approved Notification - 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:

    • Approved Notification flag - Select this option to enable the mechanism.

    • Apply Generic Return Address - 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.

    • Text Field - The content of the notification email.

  • Email Message Appending - 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.