Setup Policy Based Encryption / Data Protection for Exchange

**How to setup Policy Based Encryption for your hosted exchange email**

By default, when you order your exchange service, you will need to purchase the Policy based encryption service in order to use it.

  1. Log into the Control Panel. Select the “More Services” Tab.  Select the  “Boundary defense for email” link.BD1
  2. Select the “Show Password” button and make note of the “Login name” and “password” to access the your Boundary defense account.
  3. Click on the “https://Clients.boundarydefense.com”.BD2
  4. Enter your user name and password from the previous screen and fill in the fields. Hit the “Log in” Button.BD3
  5. This is the dashboard for the Boundary Defense Spam / Antivirus service.
  6. The first thing we must do is to create a group.
    a. Select the “Services” Tab and Select the “Platform” link.
    b. Select the “User Groups” Tab.
    c. Make sure the “Mail Platform” Pull down shows “Global Settings”.
    BD31
  7. Click “Create new group” Button.
    a. Name the group “Encrypt” in the “Enter group name” field.
    BD7
  8. Under the “NEW Users” window type in the following fake email address “fake@domain.com” and select the “Add>>” button to have the fake email address to be added to the “Group Members” window.
  9. Once the information has been added and the fake email account has been placed in “Group Members” window hit the “Save and exit” button.2014-04-16_1045 



  10. From the Dashboard view – Select the “Services” Tab and Select the “Data Protection” link.
    DP1
     
  11. Select “Email Policies” Tab and click “New Policy” button.DP2
  12. Fill in the following fields:
    Name: Encryption Policy.
    Description: Encryption Policy.
    Apply to: Outbound only.     (Do not select Both or Inbound only as the service does not work with those selections)
    Execute if: All Rules are met.
    Action: Redirect to Administrator.
    Administrator email:  secure-pull@encrypte-us.collaborationhost.net  – (This is the redirection to the encryption server and is mandatory).
    Click “Add Rule” Button.
    DP3
  13. Select the pulldown menu –Add A Condition– and select “Sender Group”.DP4
  14. Click “Browse for a Group” – the group we created earlier in the document.
    Select the group by placing a checkmark in the checkbox and clicking the “Add” button.DP5

     

  15. Notice the group has been added to the Rule.
    Select the radial button ” is in none of the selected groups.
    Click the “Add Rule” Button.DP6
  16. Select the pulldown menu –Add A Condition– and select “Recipient Group”.DP7
  17. Click “Browse for a Group” – the group we created earlier in the document.
    Select the group by placing a checkmark in the checkbox and clicking the “Add” button.DP16
  18. Notice the group has been added to the Rule.
    Select the radial button ” is in none of the selected groups”.
    Click the “Add Rule” Button.DP9
  19. Select the pulldown menu –Add A Condition– and select “Content Keyword List”.DP10
  20. Click “Browse for a Keyword List”.DP17
  21. Below is a list of the “Keyword Lists” you can select to trigger the encryption service.
    We selected the keyword list “Default PBE Keyword” as the words “Confidential, Secure and Encrypt” are the trigger words to encrypt the email.
    You can select which ever you prefer.
    DP12
  22. You can see the keyword list “Default PBE” has been added to the rule.
    You can view the words located in the list by clicking the “View” link.
    Select the following parameters:
    Email Contains: a number of matches for the keywords in the selected lists.
    At Least: 1
    Count only unique matches: No
    Case Sensitive: No
    Look in: Body and Subject – depending on where you want the service to scan for the keywords to trigger the rule.Finally – Click the “Save” button.

    DP13

  23. Once you have the rule in place and saved click the “Activate” button.DP14
  24. The Rule will show as activated and the Green light will be on! The encryption service is active.  
    Please also know that once the rule is activated it may take about 2 hours for it to replicate and function as expected.DP15

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