Knowledgebase
How to set-up Email Encryption
Situation
  • I removed my encryption filters, how do I add them back in?
  • How can I encrypt an email with data loss prevention (DLP)?
  • Can I create an encryption filter with other key words?
Solution

How to enable Encryption and create filters manually.

  1. Enable Encryption
  2. Standard default subject filter
  3. Plug-in filter
  4. Other subject filter
  5. Create DLP filter

Enable Encryption

  1. Click Company Settings.
  2. Click Features.
  3. Tick check box for Enable Email Encryption.
  4. Click Save.
Note: After enabling encryption, two outbound filters are automatically created. One for the subject, and one for the plug-in.

Standard default subject filter

How to create the standard subject filter with [encrypt]

  1. Click Company Settings.
  2. Click Filters.
  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.
Note: Like the standard filter rules, at step 9, you may want to add in another condition, then set it to: Stop Processing Additional Filters.

Plug-in filter

How to create the filter with the Outlook Plug-in.

  1. Click Company Settings.
  2. Click Filters.
  3. Select the Outbound tab.
  4. Click New Filter.
  5. Choose a name for your filter (e.g. Encryption - plug-in).
  6. Click Continue.
  7. Ensure Scope is set to Company.
  8. If statement
    1. First parameter: Email Headers
    2. Second Paraemter: CONTAIN(S) ANY OF
    3. Text box: x-proofpointencryptdesktop
  9. Do statement
    1. Select Encrypt
  10. Click Save.
Note: Please download the plug-in here.

Other subject filter

This is similar to Standard default subject filter, but you can input any word terms you want.

  • Follow the same general steps in Standard default subject filter; the change is in step 8-3.
  • From this step, you can alter the Text Box information.
  • Enter in any key words you would like to have encryption triggered on.
    • Example: [Private], [secure], etc
Note: Entering in multiple key words is fine, but each needs to have a comma and single space to run correctly

Create DLP filter

A majority of customers will create a DLP filter to protect privacy data.

  1. Click Company Settings.
  2. Click Filters.
  3. Select the Outbound tab.
  4. Click New Filter.
  5. Choose a name for your filter (e.g. Encryption - DLP[term]).
  6. Click Continue.
  7. Ensure Scope is set to Company.
  8. If statement
    1. First Parameter: Dictionary Scan or Smart Identifier Scan
    2. Second Parameter: Cannot be changed from "CONTAIN(S) ANY OF"
    3. Third Paremeter:
      1. Click Manage.
      2. In the pop-up, click the arrow to see the DLP term.
      3. Check the box for the appropriate term.
      4. Repeat steps 2-3 as needed.
      5. Click Close.
  9. Do statement
    1. Select Encrypt
  10. Click Save.
Note:
  • When selecting DLP, it would be best to use both Dictionary and Smart Identifier Scan to use like terms
    • Smart Identifier: Financial Information > Credit Card Number
    • Dictionary: Personal Information > Credit Card Terms
    • Utilizing both terms in the same IF statement will help ensure less false positives on a single term being used.
  • In step 9, it is optional here to Add Another Action, then also set: Stop Processing Additional Filters.

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