Email Activity Filtering

Email Activity Filtering allows you to limit the amount of email captured. By default there are no rules and ALL email is captured. Create rules from the Email settings panel in the Deployment Utility or Client Settings apply the rules to as many Clients as desired.

Email filtering rules are applied in the order in which they appear in the Email Filter box. Move the rules up or down in the list of rules to set priority.  Once you create a rule, you can always set the Client to Ignore or Record the rule.

Note: Capture Email Activity must be selected on the Email Settings panel for filtering to be applied. Filtering is only applied to the types of email that are selected to record.

To set up email filtering:

1. Open the Email Settings panel (either from the Deployment Utility or Client Settings).

2. Click the Filter button. The Email Filter box opens.
   
   

3. Click Add. The Email Rule box appears. See Email Filtering Rule.

4. Define the rule by checking options in the Email Rule box. Click OK to close the Email Rule box. The new rule is added to the bottom of the list.

5. Set priority and logic for the Email Rules that will be applied. The first rule is applied first and becomes an "exception" for lower rules. See the example below.
   
   Use buttons to arrange the rules and change the logic:

• Move up - Moves the selected rule up one line to change the filtering logic

• Move Down - Moves the selected rule down one line to change the filtering logic.

• Delete - Removes a rule from the list.

• Edit - Opens the Email Rule box where you can change the existing rule.

6. If NONE of the rules apply, decide whether you want the email to be recorded or ignored.

• recorded - The Client records all email and attachments where the rules do not apply.

• ignored - The Client ignores and does NOT record email where the rules do not apply.

7. Finally, click OK on the Email Filter box to set the rules.  

For example:

Suppose a company is attempting to limit the number of in-house email that is recorded on Client computers without losing valuable tracking information. The Client Recorder might follow these steps:

1. The Client is set to record email.
   Capture Email Activity is ON for all types.
   The Client records all email.
   The Client saves attachments up to 5 MB in size.  

2. Email Filtering Rules have been set.
   The Client checks the rules before recording.  

3. Rule: "Capture inhouse legal email."  
   The Client looks for email with "legal" in the Subject or Body and "MyCompany.com" in both the To and From addresses. The email is recorded (as an exception to the last rule).

4. Rule: "Don't capture Normal inhouse email."  
   The Client looks for sent and received email of SMTP/POP type with "MyCompany.com" in both the To and From addresses. Email within the company (without "legal") is ignored.

5. The Client then records any other email and attachments.