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Governance and compliance in Email Manager

  • Updated

Article last updated on the 3rd of January 2020.

Content

1. Introduction

2. Requirements

3. Configuration and end user guides

   3.1. Right to be forgotten

       3.1.1. Configuring Recycle Bin Access

       3.1.2. Scheduling deletion and move jobs

       3.1.3. Setting up Retention rules

       3.1.4. End User Guide: Right to be forgotten

   3.2. Information extraction of employee data

       3.2.1. End User Guide: Information extraction of employee data

   3.3. Exclusion of certain email addresses for automatic journalization

4. Notes

1. Introduction

This article covers areas relevant to governance and compliance with regards to Email Manager. These areas include:

  • Right to be forgotten.
  • Information extraction of employee data
  • Exclude the use of certain email addresses for automatic journalizing.

Right to be forgotten makes it possible for administrators to completely delete e-mail. Settings for managing who has the rights to access the recycle bins, as well as restoring and permanently delete emails can be set from the WorkPoint Administration.

Information extraction about specific employees secures the possibility of deleting information about employees, should a request for this be issued.

Excluding the use of certain email addresses for automatic journalizing helps make sure that users cannot peak into the emails of colleagues.

These features can helps make sure GDPR requirements are met, as well as control who has access to specific areas of the Email Overview of Email Manager.

2. Requirements

Use of these features requires Email Manager.

3. Configuration and end user guides

   3.1. Right to be forgotten

Configuration of this feature is done through the WorkPoint Administration:

       3.1.1. Configuring Recycle Bin Access

  1. From the WorkPoint Administration, expand the “Email Manager”-tab by clicking the header.
  2. Click the “User Interface Access”-menu item.
  1. The administrator can set the access level of each user’s own recycle bin. Available access levels are:
    • Full (Users have full access and can restore emails from their own recycle bin)
    • Limited (Users can access their own recycle bin but cannot restore emails. Additionally, the content body of the email is not accessible)
    • Limited with preview (Users can access their own recycle bin and view a preview of the body content of emails, but cannot restore emails)
    • No access (The user cannot access their own recycle bin)
  2. The administrator recycle bin contains all deleted emails. Access to this recycle bin can be configured to a SharePoint group, selectable from the drop-down menu. From the administrator recycle bin, deleted emails can either be restored or permanently deleted.
  3. An access level for the configured SharePoint group for the administrator recycle bin can be set. Available access levels are the same as in pt. 3.
  4. A SharePoint group can be granted access to view all emails in Email Manager, including emails in journals and in the archive.
  5. An access level to the full overview of emails in Email Manager can be configured for the given SharePoint group in pt. 6.
  6. A SharePoint group can be granted permission to move emails to the recycle bin. This SharePoint group can be defied in this field.
  7. Once the full configuration is finished, click the “Save”-button to save the configuration.
       3.1.2. Scheduling Deletion- and move jobs

Deletion of content in the Email Manager Recycle Bin can be configured from the WorkPoint Administration:

  1. From the WorkPoint Administration, expand the “Email Manager”-tab by clicking the header.
  2. Click the “Maintenance”-menu item.

 

  1. The “Refresh Cached Data (Mandatory)” job is always enabled and cannot be disabled.
  2. Retention refers to deletion of data from journals. The Retention function finds, through configurable rules, which email journals should have all email in the journal deleted. For configuration of these rules, see section 3.3.
  3. The “Move to recycle bin from archive” is a job which moves emails from the archive to the recycle bin. An email is understood to be in the Archive if it is not located in at least one journal. This function looks for if a date related to an email is further back in time than a given threshold. If itis, the email is moved from the archive to the recycle bin.

The date that this function looks at is:

  • Creation date (If the email is not restored from the recycle bin).
  • Recovery date (if the email was previously restored from the recycle bin).

The expiration date for this function can be configured in the field described in pt. 7.

Users with special privileges can view all content in the recycle bin, and from there restore emails to the archive.

IMPORTANT: If you change the settings for auto journalization you risk that many emails suddenly no longer are related to a journal and will therefore be located in the archive. They will therefore be affected by the “Move to recycle bin from Archive” function. Always be aware of settings that may impact other areas of the solution.

  1. The “Delete from recycle bin” function deletes emails from the recycle bin permanently. After this job is run, emails deleted by this job will no longer be recoverable.

This function looks for if a date related to an email is further back in time than a given threshold. If it is, the email is moved from the archive to the recycle bin.

The expiration date for this function can be configured in the field described in pt. 8.

  1. The “Move to recycle bin from Archive”-offset in days field determines the condition when emails affected by this job should be moved from the archive to the recycle bin. A value of 30 in this field means that if an email in the archive is 30 days older than either the “Creation date” or the “Restoration date” (depending on previous configuration), then the email will be moved from the archive to the recycle bin.
  2. The “Delete from recycle bin”-offset in days field determines the condition when emails affected by this job should deleted permanently from the recycle bin. A value of 30 in this field means that if an email in the archive is 30 days older than either the “Creation date” or the “Restoration date” (depending on previous configuration), then the email will be permanently deleted.
  3. Once the configuration is completed, click the “Save”-button to complete the configuration.
       3.1.3. Setting up Retention rules

Setting up rules for Retention can be done through the WorkPoint Administration:

  1. From the WorkPoint Administration, expand the “Email Manager”-tab by clicking the header.
  2. Click the “Retention Rules”-menu item.
  1. Click the “Add retention rule”-button to add a new retention rule.
  1. A name can be provided for the rule. This name could indicate what the rule does.
  2. “Journal Type” dictates which journal type the rule applies to.
  3. A rule consists of one or more conditions. All conditions must be satisfied before the rule applies. The “Mandatory date condition”-field is a mandatory condition field. A date field from either Email Manager or WorkPoint can be selected from the drop-down menu. If the selected date in further back in time than the value in the “Offset Days”-field (pt. 7), the condition is satisfied.
  4. The “Offset Days”-field works in collaboration with the “Mandatory date condition”-field. Read pt.6 for more information.

Please note that if the date-field “Creation time in database” or “Email date” is selected in pt.6 along with a value of “0” in the “Offset Days”-field, the condition will always be satisfied.

  1. Additional conditions can be added by clicking the “Add condition”-button. If clicked, the interface expands to allow for an additional rule and configuration hereof:

         8a.   Choose which field the rule should evaluate.

         8b.   Choose an operator for the condition.

         8c.   Choose a value for the condition. In the case above, the condition is satisfied if the email has an attachment, as the condition says “If ‘Has attachment’ is equal to ‘true’”.

                 As previously mentioned, all conditions must be satisfied for the rule to apply.

         8d.   The “Delete”-button can be used to delete the condition.

  1. Once the rule is completely configured, click the “Save”-button to save the rule.

A test can be performed to see how many emails is affected by the rules. To do this, follow these steps:

  1. With at least one rule defined, click the “Test”-button.
  1. Follow the instructions and click the “Run now”-button.

The test window will display a couple of lines as output. It will look something like this:

       3.1.4. End User Guide: Right to be forgotten

This feature can be used from WorkPoint Express in e.g. Microsoft Outlook:

  1. From the WorkPoint Express panel in Microsoft Outlook, click the “E-mail Overview”-button.
  1. In the opened Email Overview window lists of emails and the personal recycle bin can be viewed. If the user has administrative privileges, “All E-mails (administrator)” and “Recycle Bin (administrator)” views can also be accessed.
  2. The content of the view selected is displayed as a list of emails.
  3. If the user has the right permissions, a sneak peek at the email content is displayed in the section to the right of the emails list.

Assuming the user has administrative privileges, email can be moved from a view to the recycle bin. This can be done by following these steps:

  1. Right-click an email that should be moved to the recycle bin.
  2. Click the “Move To Recycle Bin”-menu item.
  1. Click the “Yes”-button to confirm the move.
  1. Click the “Recycle Bin (administrator)”-ribbon item to view the recycle bin.
  2. Note the presence of the email that was moved to the recycle bin.

Emails in the recycle bin can be either restored or deleted permanently:

  1. Right-click an email in the recycle bin.
  2. Choose to either restore or permanently delete the email from the menu.

Note that permanently deleting an email makes it non-restorable. This is non-reversible.

  1. The “Empty Recycle Bin”-button can be used to completely empty the recycle bin manually.

   3.2. Information extraction of employee data

       3.2.1. End User Guide: Information extraction of employee data

This feature can be used from WorkPoint Express in e.g. Microsoft Outlook:

  1. From the WorkPoint Express panel in Microsoft Outlook, click the “E-mail Overview”-button.
  1. Using the Search form the user can narrow down the results and the emails that he//she wants to extract. In this example, the start date and end date are set as parameters to include in the search.
  2. Once the search is performed, the results show up in the emails list section.
  3. The user can click the “Export to Excel”-button to start the extraction.

Note that the extraction starts immediately once the button is clicked.

Microsoft Excel open automatically when the extraction is completed and displays a spreadsheet like this one. (Note that some fields have been grayed out to hide personal information in the sheet).

   3.3. Exclusion of certain email addresses for automatic email journalizing

WorkPoint has made it possible to disable email journalizing for certain email addresses, except certain special ones. An example could e.g. be the exclusion of *@calperIT.com, except “support@calperIT.com”. This would mean that any emails sent to or from any email address containing “@calperIT.com” will not be journalized, unless the email in question is “support@calperIT.com”.

In order to configure which email addresses should be affected by this feature, follow these steps:

  1. From the WorkPoint Administration, expand the Email Manager tab by clicking the header.
  2. Click the “Journalization”-menu item.
  1. In the “Journal email not allowed”-section, click the “Add email” to add an email address for which automatic journaling is disabled.
  2. In the “Journal email always allowed”-section, click the “Add email”-button to add an email for which automatic journaling is always enabled. This overrules the settings in pt.  3.

An example configuration relating to the information about this feature can be seen in the image below:

In this configuration, no email going in to or out from any email address containing “@calperIT.com” will be journalized, except emails sent to or from “support@calperIT.com”.

4. Notes

Please be advised that these features do not ensure that your organization complies with GDPR requirements, but are tools intended to help in this regard.

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