As the administrator of your Virtru team, you can use the Virtru Dashboard's Email page (in the Organization section) to view a record of all the secure emails sent by the members of your team. While this page does not include the actual message content, you can view the associated metadata and manage access permissions simply by clicking on the email you're interested in.
The message detail pane gives you the option to manage the message and any attachments. If you only want to manage attachments or files, go to the Organization Files view.
For the message, admins can Revoke, Add Expiration Date, or Disable Forwarding. If the message was already revoked, already has an expiration date, and / or disable forwarding is already enabled, you may disable or update these controls as well. Message revocation, expiration, and disabling of forwarding apply to both the message and any associated attachments.
For any attachments, admins can Disable Re-sharing, apply Watermarking, or Set Expiration Date.
After modifying any settings, remember to Save Changes via the button bottom of the message detail pane.
Revocation events are applied immediately without the need to save changes.
Allowed Users & Forwarding Tree
The Allowed Users section will show not only the original designated recipients of the email, but also the Forwarding Tree containing any new recipients of the message and the per-recipient read status. In the example below, email@example.com and firstname.lastname@example.org were the original recipients.
In the Security Options section described above, the Revoke button removes access for all recipients of the message. In the Allowed Users section, you're able to selectively remove access for some users while maintaining access for others. Email addresses with a strike through them in the image above have had their access removed. You can revoke a recipient's access by hovering over the email address and clicking the red hand icon. Unlike the Security Options section, revocations performed via the Forwarding Tree do require that you save your changes.
The Validation Report lists the DLP rules that were triggered by the content of this email, as well as the action performed due to that rule firing. When multiple rules are triggered, the more secure option takes precedence. In the example below, all instances of User Warned are struck through because the email was auto-encrypted by the Social Security Number rule. Had there been no SSN present, the user would have been warned about the presence of "password", "confidential", and a credit card number. The "account number" rule was set to Log Only, so the violation was logged with no further action.
Searching for Emails
The search function of the All Emails page makes it easy to locate a specific secure email or set of emails to manage. Where possible, the syntax is the same as the advanced search syntax used in Gmail. If you're already familiar with search operators in Gmail, you can immediately use the email search function with a minimal learning curve.
The table below documents the supported search operators with accompanying examples:
|from||Search for secure emails and attachments sent by a specific email address.||from:email@example.com
Returns all secure emails sent by firstname.lastname@example.org:dav*
Returns all secure emails sent by email addresses beginning with "dav".
|to||Search for secure emails and attachments sent to a specific email address. Includes TO, CC, and BCC fields.||to:email@example.com
Returns all secure emails sent to firstname.lastname@example.org.
|subject||Search for secure emails by subject.||subject:password
Returns all secure emails with the word "password" in the subject line.
|filename||Search for secure emails by attachment name or type.||filename:tax-return.docx
Returns all secure emails containing attachments called "tax-return.docx".filename:pdf
Returns all secure emails with PDF attachments.
|AND||Search for secure emails based on multiple required parameters. "AND" must be capitalized.||from:email@example.com AND subject:password
Returns all secure emails sent by firstname.lastname@example.org that include "password" in the subject.
Search for secure emails based on multiple optional parameters.
This is the default behavior for a search query if no boolean logic is specified. "OR" must be capitalized.
|from:email@example.com OR subject:password
Returns all secure emails sent by firstname.lastname@example.org and all secure emails containing "password" in the subject.subject:review from:dav*
Returns all secure emails sent by email addresses beginning with "dav" and all secure emails containing "review" in the subject.
Search for secure emails and attachments where certain criteria must not be true.
The NOT operator cannot be used alone; it must be accompanied by another search term.
|subject:password NOT from:email@example.com
Returns all secure emails containing "password" in the subject except those sent by firstname.lastname@example.org.NOT subject:confidential
Returns zero results. The NOT operator cannot be used alone.
|is:active||Search for secure emails that are not currently revoked.||from:email@example.com AND is:active
Returns all secure emails sent by firstname.lastname@example.org which are currently active.
|is:revoked||Search for secure emails and attachments with a current revoked status. Does not include expired emails.||from:email@example.com AND is:revoked
Returns all secure emails sent by firstname.lastname@example.org that are currently revoked.
|was:forwarded||Search for secure emails and attachments that have been forwarded by the recipient. Clicking on a search result to view the detail pane will show the forwarding tree.||from:email@example.com AND was:forwarded
Returns all secure emails sent by firstname.lastname@example.org that were forwarded by the recipient.
|has:expiration||Search for secure emails and attachments with an expiration date.||from:email@example.com AND has:expiration
Returns all secure emails sent by firstname.lastname@example.org with expiration dates.
|has:attachment||Search for secure emails with attached files.||from:email@example.com AND has:attachment
Returns all secure emails sent by firstname.lastname@example.org that include secure attachments.
|dateSent||Search for secure emails based on the send date using the format YYYY-MM-dd.||dateSent:2018-01-01
Returns all secure emails sent on January 1, 2018.
|expirationDate||Search for secure emails and attachments based on the expiration date using the format YYYY-MM-dd.
The search results may not show the expiration date, so click on a search result to view the complete detail view.
Returns all secure emails set to expire on December 31, 2020.
|Search for secure emails with an exact phrase. Cannot be used to search for content in the message body, as this is not hosted in the Dashboard. Must be used in conjunction with another operator such as "subject:".||subject:"credit card"
Returns all secure emails with the phrase "credit card" in the subject.
Returns an error. Quotes must be used in conjunction with another operator.
Denotes a wildcard, which can represent zero or more characters in a string.
Note: Neither * nor ? can be used as the first character of a search.
Returns all secure emails sent by email addresses starting with the letter B.from:*@virtruprivacy.com
Returns an error. The wildcard cannot be the first character of your query.
|Used to group clauses to form sub queries. This can be very useful if you want to control the boolean logic for a query.
Used to group multiple clauses to a single field.
|from:email@example.com AND (to:bob* OR to:dave*)
Returns all secure emails sent by firstname.lastname@example.org to either Bob or Dave.
Virtru search is based on Lucene and advanced users can read more about the general Lucene query syntax here.