Policy Guide › What Is in a User Policy? › Actions › Email Actions

Email Actions

You have enormous flexibility to control emails. Control actions enable you to block specified emails, or simply show a warning to the sender or intended recipient. You can encrypt unencrypted outgoing emails. You can also quarantine and categorize emails. You can even silently monitor email traffic. CA DataMinder supports the following actions:

• Blocking emails: You can block specific outgoing emails. When this happens, CA DataMinder displays an advisory dialog or sends an explanatory email to the sender. You define the message that the sender sees. In fact, you can define separate messages for each control trigger.

  You can also block incoming emails. If required, you can discreetly block the email so that the intended recipient is unaware that their email has been blocked. Or you can replace the email body text with a pre-defined notification. In both cases, you can send an automatic reply to the sender, containing an explanatory message.

• Warning users: If required, you can warn users when they try to send or open an unauthorized email. A warning dialog lets the user choose whether to continue or not.

  If the user chooses to continue, they are allowed to send (or open) the email, but CA DataMinder records the fact that they did this despite being explicitly warned against doing so.

• Encrypting emails: You can set up an Outgoing Email control action to add an 'encryption request' x-header to an outgoing unencrypted email. This x-header indicates to third-party encryption providers that the email must be encrypted before it is sent.
• Quarantining emails: You can quarantine outgoing emails that require urgent review. You can optionally notify the sender that this has happened. Reviewers can subsequently release the email from quarantine (sending it to its intended recipients) or reject it (the email is not sent).
• Informing or notifying users: If required, you can display an advisory dialog whenever CA DataMinder detects an email that may be significant. This is useful if you want to notify users when specified emails arrive in their Inbox or you want to inform senders that their email is missing a disclaimer.
• Silent monitoring: If required, you can silently record each occurrence when an email triggers a control action, but without blocking the email or displaying a warning. The user is completely unaware that their email triggered a control event.
• Categorizing emails: You can set up a control action to categorize emails. You define the categories in email triggers (for example ‘internal memo’ or ‘humorous’). You can specify that categorization is automatic or manual. If you want users to categorize their own emails, you can configure a control action to display a notification dialog listing the available categories.
• Forwarding emails: You can forward an email to another address. For example, if any user disregards a warning and sends an unauthorized email, you can forward a copy to your Compliance Officer. The Compliance Officer then receives a standard notification email with the original email included as an attachment.
• Automatic replies to incoming emails: For any incoming email, you can send an automatic reply to the sender. You choose what information is included in the reply.
• Capturing emails: Email capture actions let you capture the associated email or attachment, or capture details about the event. These details include the user name, when the trigger was activated, and so on.

  Any email control action can also invoke a capture action.