Using Informs with an IG Server

If you are using an IG Server, you can copy an inform to document owners. This allows document owners who have registered documents on the IG Server to be notified of policy violations. This action can only be applied to the Check Registered Data content rule when the alerting IG Server policy matches.

 

Using informs with the Check Registered Data content rule when alerting Information Governance policy matches

To lessen the chances of an unauthorized user having access to personal and confidential information provided by a Gateway inform, we recommend that if an inform is configured to be sent to anyone other than an IGS Compliance Officer, you take the following steps:

  • Do not include the original or modified message, or textual analysis results
  • Keep the inform message subject and body short with only minimum information
  • Inform tokens act as substitutions for variables such as URL or the message sender. You should use the minimum number of inform tokens when configuring an inform. Do not use inform tokens that could expose content of the email, for example %RCPTS% and %SUBJECT%.

You should also consider configuring separate Informs for Compliance Officers and other IGS roles. You can then configure the Compliance Officer Inform to provide more information.
Token Description
%DOC_LIST_MATCHES%

The file name and file location if available, and a list of matches for each registered document where a match was found.

%DOC_NAMES% The file name and file location if available of registered documents where a match was found.
%DOC_NAMES_CLASSIFICATION% The file name and file location if available, and the classification of registered documents where a match was found.
%DOC_NAMES_MATCH%

The file name and file location if available, and the percentage match of registered documents where a match was found.

%DOC_OWNERS_COUNT% The number of document owners where a match has been found. This token is available in both the subject and the body of a message.
%DOC_NAMES_PROPERTIES%

The file name and file location if available, and any custom properties for each registered document where a match was found.
%DOC_SETS% The collection name where matched registered documents were detected.
%DOC_SET_OWNERS% The details of document owners of matched documents.
 

When informs are copied to the document owners, tokens will only show information relevant to documents registered for that particular document owner.

Apply the action to a content rule

  1. Inside the What To Do? area of the content rule, click New next to the What Else to Do? action.
    The Add a What to Do Action dialog appears.
  2. Select the action from the list.
    The action is automatically added to the What Else To Do? area.
  3. Close the Add a What to Do Action dialog.

Copy an inform to document owners

  1. Beside the Generate an Inform action in the What Else To Do? area, click Click here to change these settings.
  2. Follow the steps for configuring an inform in the Generate an Inform action topic.
  3. Enable the Copy to document owners check box to copy an inform to document owners in the IG Server.
  4. Click Save.

    5.  

    To edit a previously created Generate an Inform action, follow the steps in Configure the action to change the current settings.

Remove the action from a content rule

Inside the What To Do? area, click next to the What Else to Do? action you want to remove and confirm the deletion.