Email Encryption & Data Loss Prevention (DLP) – Protect Sensitive Information

Frequently Asked Questions (FAQ)

Q. What packages is Data Loss Prevention included in? 

• Data Loss Prevention is included in the Business, Advanced and Professional package.

 Q. How is Data Loss Prevention enabled? 

• Data Loss Prevention can be enabled or disabled on the Spambrella features page.
• Data Loss Prevention is disabled by default.
• At present, only Spambrella Admins and Spambrella Staff can enable the DLP feature.

Q. Do the logs report on Scan information? 

• No. Logs will only indicate which filter caught the message but it will not identify the Smart Identifier or Dictionary.

Q. Can a user see the terms included in the dictionary? 

• No, not as this time. Please enquire with support.

Q. Does Spambrella support custom dictionaries?

• No, not as this time although custom content filters can be created.

Q. Is Data Loss Prevention available for customers on trial? 

• Yes.

Q. How do I know Data Loss Prevention is enabled?

• On the Company Settings main page: Data Loss prevention will state “Active.”
• Go to the Filters. When creating a filter, two new items appear:
• Smart Identifier Scan
• Dictionary Scan

For additional questions, please see the DLP FAQ.

Creating a Filter that uses a Dictionary

• Once logged in, click on the Filters tab.
• Click on the Add New Filter button.
• Select the direction of mail flow that the filter should be applied.
• Enter a name for the filter and click on the “Continue to builder” button.
• Select the scope that the filter should apply to.
• Choose “Dictionary Scan” from the drop-down.
• Click the “Manage” link. A pop-up window will appear.
• Check the Smart Identifers that you wish to scan for. You may choose as many as you wish.
• Click on the Close button.
• Choose the appropriate action to take when the filter is identified. For example, select Quarantine.
• Click the Save button.

For additional questions, please see the DLP FAQ.

Creating a Filter that uses a Smart Identifier

• Once logged in, click on the Filters tab.
• Click on the Add New Filter button.
• Select the direction of mail flow that the filter should be applied.
• Enter a name for the filter and click on the “Continue to builder” button.
• Select the scope that the filter should apply to.
• Choose “Smart Identifier Scan” from the drop-down.
• Click the “Manage” link. A pop-up window will appear.
• Check the Smart Identifers that you wish to scan for. You may choose as many as you wish.
• Click on the Close button.
• Choose the appropriate action to take when the filter is identified. For example, select Quarantine.
• Click the Save button.

 Smart Identifiers

A smart identifier is a pre-defined regular expression used to locate specific content in an email such as a Credit Card number of Drivers License Number. 

Encrypting an email

If you wish to make use of Spambrella Encryption service you must be on Advanced package or above.

This feature then needs to be enabled. To enable please go to:

• Click on Features
• Tick check box Enable Email Encryption
• Click Save

To send an outbound email so that it is encrypted:

• Click on Company Settings
• Click on Filters tab
• Click on Outbound tab
• Click on New Filter button
• Choose a name for the filter (i.e., Outbound Encrypted)
• Click on the Continue button
• Set scope as Company
• If you wish to send an encrypted email based on a subject keyword set your logic as: If Email Subject Contains Any Of [encrypt]
• Choose “Encrypt” from drop-down list of actions
• Click Save.

This will encrypt an outbound email if the subject contains the keyword [encrypt] i.e. included in the square brackets.

N.B. You must use Spambrella to filter your outbound email. If using Spambrella to filter only inbound email this feature will not work.

Situation – The console has four phases of deployment. During your rollout/deployment, you want to know what order to deploy each phase and what each phase includes.

Solution – Manage your Essentials console in the following sequence.

• Activation
• Pilot
• Rollout
• Maintenance

For the smoothest deployment possible, you should go through the following four phases:

1. Activation

This gives you access to the Administration Console, with one administrative account, one organization, and one server.

2. Pilot

Add a small group of users and possibly additional administrators. Set up your service.

3. Rollout

Using LDAP Discovery, add your remaining users and domains, and set the filter configurations and access levels as required.

4. Maintenance

On-going support of your users and servers. This may require adjusting filter settings, managing users and domains, and adding new or configuring existing email servers.

If you wish to make use of Spambrella Encryption service (Proofpoint Secure Share) you must be subscribed to the Advanced or Professional email security service packages. Please visit the email security service page to review the plans available.

Enable Email Encryption Service

• Navigate to Administration / Account Management – Features
• Tick check box – Enable Email Encryption
• Click – Save

How to create the standard subject filter with [encrypt]

1. Under Security Settings, click Email.
2. Click Filter Policies.
3. Select the Outbound tab.
4. Click on New Filter.
5. Choose a name for your filter (e.g. Encryption – subject).
6. Click Continue.
7. Ensure Scope is set to Company.
8. If statement
   1. First parameter: Email Subject
   2. Second Paraemter: CONTAIN(S) ANY OF
   3. Text box: [encrypt]
9. Do statement
   1. Select Encrypt
   2. Click ADD ANOTHER ACTION 
   3. Select Strip Subject Line Encryption Terms
10. Click Save.

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