Veritas™ AdvisorMail User Guide

Complete the fields on this dialog to create a new office.

• Office Name : Enter a descriptive name for the new office. Office names should be at least 4 characters and no more than 40 characters in length.

• Compliance Privilege: If selected, the office's auditors can create and edit compliance rules specific to the office.

Auditor Settings:

• Total Auditors: The System Administrator can define the maximum number of auditors that can be created in the office. The number of auditors can be between one and 30.

• Total Default Auditors: The System Administrator can define the maximum number of default auditors that can be created in the office. The number of auditors can be between one and 30.

• Password Expiration: If selected, the auditor passwords for this office expire every 60 days. AdvisorMail auditors are sent a notification email when their password is about to expire. The password expiration warning notifications are sent to the Primary Email Address of the auditor. If this option is unselected, the passwords do not expire.

Office Administrator Account Setup: Every office has an admin account named the Office Administrator. The following options on the Add Office dialog define this account for the new office.

• Login Name: The login name that this office administrator uses (with password) to log in to the office.

• Password: The office administrator's temporary password. Upon the first logon with this password, the office administrator is prompted to change the password immediately to one of their choosing.

  Administrator passwords must now conform to the following requirements:

  Between 10 and 40 characters

  At least one lowercase alphabetic character.

  At least one uppercase alphabetic character.

  At least one numeric character.

  At least one special character.

  No space characters.

  The same character cannot be repeated three or more times consecutively.

  The same password must not have been used within the past 365 days.

• Primary Email: This office administrator email address is used for email notifications.

• Secondary Email: This field allows additional email addresses for use in email notifications. Insert a comma and space between each Secondary address entered.

Outbound Controls and Inbound Controls: The following fields are used to preconfigure the system settings and predefined text fields on the Office's Controls page. Two sections are available, one to configure Outbound Controls and another to configure Inbound Controls.

• Inherit Corporate Pre-Defined Text: If this option is selected, the office inherits the predefined text currently specified in the Corporate office. If unselected, the new office is created with blank predefined text settings.

• Inherit Corporate Settings: If selected, the office Inherits the system settings currently specified in the Corporate office. If this option is unselected, the following fields enable customization:

  • Global Post Review: Toggles on/off the Post Review/Pre Review mode for this office.

  • Auto Approve Interoffice Emails: Allows the emails with the same domain name in the From and To fields to be automatically archived in the Approved folder.

  • Post Review Email Hold Time: The amount of time (in days and hours) an auditor has to review an email that is trapped in the Pre Review folder.

Compliance Rules: The default functionality in AdvisorMail is that both Corporate Compliance rules and Office Compliance rules apply to office emails. The options in this section let you specify an office where Corporate Compliance rules do not apply.

• Apply Corporate Lexicon: If selected, both the Corporate and the Office's Lexicon apply to the Office's emails. If unselected, only the Office's lexicon is applied to the Office's emails.

• Send Notification: This option is only available if the Apply Corporate Lexicon check box is selected. If Send Notification is selected, a notification email is sent to the auditors in the office whenever a corporate auditor modifies or creates a Corporate Keyword or Phrase. If unselected, notifications are not sent.

• Apply Corporate Attachments: Both the Corporate and the Office's Attachment rules apply to the Office's emails if selected. If unselected, only the Office's Attachment rules are applied to the Office's emails.

• Apply Corporate Whitelist: If selected, both the Corporate and the Office's whitelist rules apply to the Office's emails. If unselected, only the Office's Whitelist rules are applied to the Office's emails.

• Apply Corporate Outbound Random Sample Settings: If selected, the Corporate Outbound Random Sample settings apply to the Office's emails and the Office's Outbound Random Sample settings are ignored. If unselected, only the Office's Outbound Random Sample settings are applied to the Office's emails.

• Apply Corporate Inbound Random Sample Settings: If selected, the Corporate Inbound Random Sample settings apply to the Office's emails and the Office's Inbound Random Sample settings are ignored. If unselected, only the Office's Inbound Random Sample settings are applied to the Office's emails.

• Apply Corporate IM Random Sample Settings: If selected, the Corporate IM Random Sample settings apply to the Office's emails and the Office's IM Random Sample settings are ignored. If unselected, only the Office's IM Random Sample settings are applied to the Office's emails.

• Default Auditor: Select this option to make the office administrator a default auditor for the office instance.

• Post Review Notify: Select this value to turn on the Post Review email notification for the office administrator.

• Pre Review Notify: Select this value to turn on the Pre Review email notification for the office administrator.

  Note:

  Pre Review Notify is active only if AdvisorMail is configured for Pre Review capability.

• View Assigned Emails Only: If this option is selected, the Office Admin account can only search and view the emails that are assigned to them.

• Privilege: Select this value to let the Office Admin access and review Privileged emails.

• Trash Can: Select this value to let this Office Admin move emails to Trash Can folder.

• Mass Review/Approve/Reject: Select this value to let this Office Admin mass review, approve, and reject emails.