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Using rules and policies

Navigation

First, log in to the Trustifi web app using your admin credentials.

After logging in, navigate to the “Outbound Management” page and click on the “Rules & Policies” tab (see figure 1).

The rules section will be at the center of the page, to find the policies section simply scroll down.

Navigating to the "Rules and policies" tab

Figure 1: Navigating to the “Rules & Policies” section of the “Outbound Management” page

 

Creating a new rule

To open the rule creation interface, simply click on “Create New Rule” (see figure 2).

Creating a new rule

Figure 2: The “Create New Rule” button

 

Follow these steps to customize the rule (see figure 3).

  1. Enter a name for the rule. The name can be anything you want, but it is best to make it descriptive of the rule’s purpose.
  2. Choose a condition from the “IF” drop-down menu. If this condition is met in any email sent by your users, the rule will be triggered and applied. More information about the different conditions can be found here.
  3. Choose a result from the “THEN” drop-down menu. Here you choose the outcome of the rule, which will be applied if the condition is met. More information about the different results can be found here.
  4. Click on the “Add” button to create the rule and add it to your rules list.
Defining a rule

Figure 3: Creating a new rule

 

Adding multiple conditions

It is possible to add multiple “IF” conditions using the “AND” button, this allows you to create complex rules that require multiple conditions to be met (see figure 4).

You may add as many conditions as you like.

Information! It is not recommended to add many conditions to a single rule, since it makes the rule more complex and therefore less likely to be triggered.
Adding a new condition to a rule

Figure 4: Adding multiple conditions

 

In the example pictured above, the rule will only be applied if both conditions are met:

  • The email’s sensitivity score is equal to or above 4
  • The email contains information related to either HIPAA or GDPR compliance

 

If only one of these conditions is met, the rule will not be applied.

 

Adding an exception to a rule

By clicking on “Add rule exception” you can create a condition that, if met, will cause the rule to not apply to the sent email – even if the primary condition(s) are met (see figure 5).

You may add as many exceptions as you like.

Information! It is not recommended to add many exceptions, as this will create a situation where the rule is almost never applied.
Adding an exception to a rule

Figure 5: Adding an exception to a rule

 

In the example pictured above, the rule will not be applied if the email is sent to an internal recipient – even if the sensitivity condition is met.

 

Rules priority

If you have multiple rules under your plan, they will be applied according to their priority, which can be seen on the left column (see figure 6).

This means that if 2 or more rules contradict each other, the rule that will be applied is the one with the highest priority.

2 Rules with different priority levels

Figure 6: Visualization of the priority system for rules

In the example pictured above, the rule “Keywords 1” will be applied instead of the rule “Keywords 2” because it has higher priority.

 

Information! you can change the priority of the rules at any time by dragging & dropping them.

Setting policies

As an administrator of a Trustifi plan, you can decide which email protection methods will be enabled by default for all outgoing emails.

Information! If the method is not set as “strict”, the user will still be able to disable the method is they choose to. Setting methods without “strict” mode is more of a recommendation than an enforceable rule.

To enable a method, simply click on the toggle next to it to apply the changes to all your users (see figure 7).

Now, when one of your users composes an email using Trustifi, this method will be enabled by default.

Setting policies

Figure 7: Setting policies

 

In the example pictured above, the “Encrypt Message Content” method is enabled, and the “Email expiration” is enabled in “Strict” mode.

 

Setting policies as “strict”

If you want to enable a method without allowing your users to disable it, simply click on the “Strict” check box next to the method (see figure 8).

Now, this method will be enabled by default for all outgoing emails and users cannot disable it.

https://trustifi.com/wp-content/uploads/2020/04/strictModePolicy2.png

Figure 8: A method enabled by a strict admin policy

 

In the example pictured above, the “Email expiration” method is set as strict and cannot be disabled.

The lock icon tells the users this method is locked by their admin.

 

Using rules and policies together

When using rules together with applying email protection policies, it is important to remember that policies enabled in “strict” mode will have priority over rules (see figure 9).

Rules and policies applied together

Figure 9: Using rules together with policies

 

In this example, the admin has created one rule and enabled one policy:

  • The rule will encrypt emails only if the sensitivity level found is equal to or above 4
  • The policy will encrypt all emails since it is set as “strict”
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