Product manual

GFI MailArchiver 5 Using GFI MailArchiver | 64
Communication Flow – Monitor user/group communication patterns inside and outside the organ-
ization.
WebMail Use - Identify top users exchanging email with webmail services. Identifies potential data
leakages and inappropriate email use.
Email Responsiveness - Gain insight into the average time it takes users to reply to internal and
external email.
Storage Use - Understand the impact of attachments on email storage costs. Use this report to
create appropriate retention policies to control email-related storage space.
Inactive Accounts - Returns a list of user accounts that received email but have not replied within
the specified time.
Inappropriate Words - Track inappropriate language in email that violates company policy.
Internal Spammers - Find out which internal users tend to include too many recipients in the
To/CC/BCC fields. Use this report to know about and minimize such behavior.
Outside Office Hours - Returns a list of internal mail accounts with sending activity outside office
hours. Use this report to spot behavior which may need more investigation
Data Leakage Detection - Identify emails with major credit card numbers and US Social Security
numbers, or other confidential documents and information.
Job Search - Identify sent or received emails that contain resumes, or are addressed to job search
sites.
Phrase Search - Search for specific terms or phrases within archived emails.
User Traffic - View the number of emails exchanged between selected users or groups and their
contacts.
5.6.1 GFI MailInsights Requirements
GFI MailInsights requires the following configurations:
A preconfigured SMTP server. For more information, refer to General Settings (page 153).
Email indexing. For more information, refer to Indexing (page 120).
Data within Archive Stores for reports to generate successfully.
5.6.2 Generating Reports
Generated reports are sent by email either to the logged in user or to a user specified in the Send To
field. Reports are sent as an attachment in PDF format.
To generate a report:
1. Select MailInsights tab and choose desired report.
2. Use available filters by selecting a value to filter by.
3. (Optional) In the Forward to field, enter the recipient email address.
NOTE
When using the email forwarding option, the report is received by the user generating
the report and by any users specified in the Forward to field.