Policy Creation Overview

The following outlines the steps involved in creating a new policy. Please refer to Policy-Based Encryption Administrator Guide (pdf) for more information.

Important: Recipient & Sender Groups will accept full email addresses only. Domain names alone will not work. Also if you need to add Regular Expressions, you need to submit a request by contacting Intermedia Support. 

  1. Define the purpose of the policy (e.g., what you need to encrypt, what you need to watch for, etc.).
  2. Gather the information required to create the list(s) (e.g., email addresses, keywords, etc.).
  3. Create the required list(s) using the EMG Console: Email lists which include the email addresses of the users affected and Keyword lists if you need your policy to encrypt messages with specific keywords.
  4. Create the policy.
  5. Test the Policy.

The below example outlines the step-by-step process of creating an Encryption Policy based on HIPAA template.

  1. Purpose of the policy: all the messages which have US Social Security Number in their subject or body must be encrypted.
  2. Click Add Policy in Home > Policies.

    Add Policy
  3. Add name and description to the policy.

    New Policy
  4. Configure conditions. In this example we are using US SSN list which is included with HIPAA templates. To create a custom list follow the instructions.

    Trigger Conditions
  5. Choose the Encryption method and click Save.
    Note: Choose Custom. Unauthenticated Pickup is optional, check it if you need the password confirmation on the recipient's side.

             Direct Routing: All managed domains are connected to EMG via an encrypted Transport-Layer Protocol (TLS) connection.
             TLS Encryption: EMG detects TLS-enabled domains and uses network-level encryption when available, eschewing complicated endpoint-based technologies.
             PDF Encryption: The message is held by EMX and the recipient receives a notification that they must open a secure page and set a passphrase. Once a passphrase is set, the message is encrypted with that passphrase and delivered via the notification SMTP server.
             Web Portal Encryption: The recipient gets a notification that he has an encrypted message waiting for pickup at the web portal. He can log in via a web browser to pick up an email.
    Action to Take

The below example shows how to create a list of keywords which would trigger bypassing the encryption.

  1. Click Add a Keyword/Dictionary list in Policies > Keywords & Dictionaries.

    Add Keyword List
  2. Create a list and click on Save.

    New Keyword