Edit encryption filters

When you purchase the Encryption Add-in, we will set up all the filters that you need to send encrypted email. Optionally, you can create your own rules for the way your email is encrypted. For example, you can choose to automatically encrypt emails that contain certain sensitive information. You can create filters based on subject or body content, and even recipients or senders.

Warning: You do not have the ability to create or edit filters, by default. If you wish to have this feature turned on for your account, please contact customer support at (480) 463-8843.
  1. Log in to Proofpoint.
  2. Under Company Settings, click Filters.
  3. Decide whether your filter is for Incoming or Outgoing mail, and click that tab.
  4. Click New Filter. Or to edit a filter, find it in the list, and click the pencil icon (Edit).
  5. Enter a Filter Name.
  6. Confirm the direction is Inbound, or Outbound, and click Continue.
  7. Choose the Scope for your filter:
    Option Details
    Company This filter will apply to all mail, for all users.
    Group This filter will apply to only mail for users in the chosen group.
    User This filter will only apply to mail for the specific user.
  8. Next to If, choose the criteria you want for the filter. The second menu will give you different options, depending on what your first selection is:
    First criteria option Additional options Details
    Sender Address
    • Is
    • Is not
    Enter the addresses you want included in your filter.
    Recipient Address
    • Is
    • Is not
    Enter the addresses you want included in your filter.
    Email Size (KB)
    • Is greater than
    • Is lesser than
    This size includes any attachments, and must be entered in whole numbers.
    Client IP Country
    • Is
    • Is not
    You must provide us with the library file, or source, to use this filter criteria.
    Email Subject
    • Is
    • Is not
    • Contain(s) any of
    Enter the text from the subject line you want included in your filter.
    Email Headers
    • Contain(s) all of
    • Contain(s) any of
    • Contain(s) none of
    Enter the text from the header you want included in your filter.
    Email Message Content
    • Contain(s) all of
    • Contain(s) any of
    • Contain(s) none of
    Enter the text from the body you want included in your filter.
    Raw Email (Up to 10000 Lines)
    • Contain(s) all of
    • Contain(s) any of
    • Contain(s) none of
    Enter the text from the raw email you want included in your filter.
    Attachment Type
    • Is
    • Is not
    Click Manage to choose the types of attachments to include in the filter.
    Attachment Name
    • Is
    • Is not
    Enter the text of an attachment file name or type not included in Attachment Type you want included in your filter.
    Smart Identifier Scan
    • Contain(s) any of
    The smart identifier locates specific content in an email such as a credit card number, or a drivers license number. Click Manage to choose the smart identifiers you want included in your filter. More on the Smart Identifier Scan.
    Dictionary Scan
    • Contain(s) any of
    This searches your email for any words that are included in the pre-set dictionary of potentially sensitive information, such as known Protected Health Information and Financial Information terms. Click Manage to choose the dictionaries you want included in your filter. More on the Dictionary Scan.
  9. If you want, click Add another condition to create additional criteria for your filter.
  10. Next to Do, choose the action you want to be taken, if the filter criteria are met:
    Option Details
    Quarantine This will block the message from being sent or received.
    Allow This will override other, general filter settings, that might block mail that meets this criteria.
    Nothing This will not take any action on the message.
    (Outbound only) Encrypt This will encrypt the message.
  11. If you want, click Add another action to create additional actions on these messages. You have different options for the additional action:
    Option Details
    Alert Tech contact Your account tech contact address is emailed.
    Alert Specified Users Enter the email addresses that you want notified.
    Hide log Will not show the email in any log.
    Hide log from Non-admin Users Will not show the email in the logs that non-admin users see.
    Stop processing additional filters Will stop the filter logic after this filter rule is met.
    Require admin privileges to release Only an administrator can release these messages to the inbox.
    Enforce completely secure SMTP delivery This requires a correct TLS certificate that matches the domain exactly, and is not self-signed.
    Enforce only TLS on SMTP delivery This does not require a certificate.
  12. To the right, you can add a Description of the filter, if you wish.
  13. Click Save.

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