Emails cannot be deleted from the archive; however, you can set the user account to “Inactive” status by editing the user account. Select the “Users” icon from the menu bar and select the user account. Next, set the radio button for “Is Active” to “No” and click “Save”.

1. Go to the Users tab.
2. Click on the Add New User button under the column header Users.
3. On the box that pops up you should enter the User’s name and their email address.
4. If you don’t see the domain for their email address in the drop-down menu of available domains, you can click on the Add New Domain link to add the domain name.
5. Click "Next"
6. In "Step 2: Setup Permissions" choose Account Administrator.
7. Assign a login name and password for the new Administrator.
8. Click "Add" to finish.
9. You can have multiple Administrators on your account.

1. 1. Go to the Users tab.
   2. Click on the Add New User button under the column header Users.
   3. On the box that pops up, you should enter the User’s name and their email address.
   4. If you don’t see the domain for their email address in the drop-down menu of available domains, you can click on the Add New Domain link to add the domain name.
   5. Click "Next"
   6. In "Step 2: Setup Permissions" choose Reviewer.
   7. Assign a login name and password for the new Reviewer.
   8. Click "Add" to finish.
   9. You will then want to open that User's account in the User tab.
   10. Then click on Edit.
   11. Then under the Group tab you can drag the Group(s) under the "Group Reviewer" section to make this user a Group Reviewer for that Group or Groups.  In the example below, the user is a member of the Accounts Receivable group and is a reviewer for the San Diego Office.

1. Click on the Groups tab.
2. Click on the Add New Group button (below the title Groups).
3. You will then see two tabs – Information and Users
4. In the Information tab, choose a Name for your new Group.
5. If applicable, drag surveillance policies from the Active Policies column to the Assigned Policies column.
6. Click the Save button at the bottom of the section.
7. Next, go to the User section of MessageWatcher, then click on the Group that you just added.
8. Put checkmarks in the boxes next to the names of the people that you want in this new Group then click on Add to Group

Please email support@messagewatcher.com with links to your organization’s Instagram accounts along with who is responsible for each Instagram account so we can assign the Instagram account to that person in MessageWatcher. You will also need to prepare your Instagram account for archiving. You will need to do these two steps before your account can be archived. Please use the Instagram mobile app to prepare your account for archiving: Verify that your Instagram account is a business account. More on that can be found here –

1. https://help.instagram.com/502981923235522 
2. Link your Instagram account to your Facebook business page. More on that can be found here – https://help.instagram.com/176235449218188

Please note that you only need to link your Instagram account to your Facebook account.  You do not need to share Instagram to your Facebook page.

1. 1. Go to the Users tab.
   2. Click on the Add New User button under the column header Users.
   3. On the box that pops up you should enter the User’s name and their email address.
   4. If you don’t see the domain for their email address in the drop-down menu of available domains, you can click on the Add New Domain link to add the domain name.
   5. Step 2 lets you choose the new user’s permission level, please see the table below to learn about the different permission levels.

To archive Instagram stories, your Instagram account must be currently linked to an existing Facebook business page, and both pages must be added to your MessageWatcher archiving services.

When creating a new story please post it to your Facebook business page. This will allow it to be archived with your Facebook posts. It will also preserve the story past the 24hr expiration and will provide an audit history for compliance purposes. After adding a story to our Instagram account, you may select the option to "Share as Post..." as shown below when using the mobile app. When prompted please select the Facebook option as shown before using the “Share” button to save it to your Facebook business page. This will allow your story to be archived along with your other Facebook/Instagram content within MessageWatcher.

When following the instructions for G Suite, you can make the below adjustment to only archive select mailboxes if required. G Suite setting to archive only specific mailboxes using the routing rule: Please follow the steps provided in the instructions you received from MessageWatcher, then you can make an adjustment to select only specific mailboxes to be archived (by default the rule will archive all mailboxes).  In the Routing section you should see the rule for MessageWatcher.  This is the rule that determines what emails are archived. You can edit the rule and scroll to the bottom and select the “Use address lists to bypass or control application of this setting” option, and also select the “Only apply this setting for specific addresses/domains” option and enter your addresses that you would like to archive.

Finally save the rule.  Only the selected email accounts will now be archived.

We use the term 'rules' for word or phrases that are contained in Policies.  These Rules cause content to get flagged in MessageWatcher if they appear. To flag messages that contain those Rules the Policies must be applied to a User or to a Group (a Group is a list of all or a subset of employees). The Groups tab lets you click on a specific Group then you can see which Policies have been applied to a Group on the Information tab. You can drag polices between the Available Policies (ones you aren’t using) and the Assigned Policies column. The Users tab lists your employees assigned to that Group.

To find the list of words that get flagged you can go to Policies, click on the policy that you are interested in, then click on the tab that says "Rules". This will show the list of words words that will cause messages to be flagged.  Please see the screenshot below.

Your Google YouTube data will be accessed and stored in your private MessageWatcher account and is retained for compliance purposes along with your other electronic communications. This data is only available to you and is never shared with any third party or used for serving advertisements. Your Google data will be retained for the duration of your specified retention period and will be deleted upon account closure. Upon authorization of your Google account we will access and store your YouTube channel name, description, video count, view count, subscriber count, featured channels and playlist names. We also access and store your channel discussion if you have it enabled. Additionally, we access and store your YouTube video titles, descriptions, publish dates and thumbnail images along with all comments made on the videos by yourself and others. Please authorize your YouTube channel by using the link that was sent to you from our support team. If you did not receive the link please navigate to your user account in your MessageWatcher portal and select the “YouTube” link on the top menu bar of the user dialog screen. Note, each user that archives a YouTube channel will have their own unique link to authorize our application for archiving. If you do not see the “YouTube” menu item in your user account, please contact MessageWatcher support and request that your YouTube channel be added to your account.

1. Click on the Users tab
2. Click on the YouTube in the list of groups of users
3. Click on the User's name
4. Click on the YouTube tab which is to the right portion of the tabs
5. Select the “YouTube Authorization” link to start the authorization process. Please note that you will be asked to log onto the Google/YouTube account that manages your channel. MessageWatcher does not store your Google account logon information.

You will be prompted to “Sign in with Google”, please enter your YouTube account/password to continue.  Please note that MessageWatcher does not store your Google logon information.

Please allow the default permissions to your account, and select “Allow” to continue. After authorization is complete you should see a “Success” message indicating that you have completed the authorization process to archive your YouTube channel.

Please note that we archive your channel nightly so you will see your channel information in the archive the following business day.

Please contact MessageWatcher customer support.

Log onto your MessageWatcher archive portal as the account administrator.  Select the "Config" tab.  There, you can set your server ip/hostname, username and password.  You also have the ability to test your connection to verify that it is working.

Emails are saved in a standard RFC 822 EML format as they are received from the customer’s email server.  This includes all headers and attachments as they were in the original, raw email.  There are third party utilities available to convert EML files to Outlook.

1. Along the left menu bar click on Folders –
2. Click on the Add New Folder button toward the top of the page.
3. Choose a name for this folder (do not user a folder name that already exists).
4. Place restrictions on the level of user who can access your folder.
5. Choose the types of activities users who can access the folder can do. For instance, the first check box lets you determine if users can delete this new folder.
6. Hit the Add button to finish.
7. To move emails, tweets, web pages, etc. into a folder, you can click on the folder icon at the bottom of the message viewing box.
8. To move multiple files to a folder at one time you can go to the Search tab, run your search then check the boxes by the messages you would like to move.  Or you can click the box above the checkboxes to highlight all of your search results.  Next hit the Add To Folder button.  See steps below.

1. Choose Policies from the left menu.
2. Click on the Add New Policy
3. Choose a name for your new Policy and type it in the Policy Name
4. Choose which type of policy this new policy will be from the available list
   1. Standard Policy
   2. Sender Domain Policy – flags content sent from specific domains, for instance, any email from SEC.gov
   3. Recipient Domain Policy – flags content sent to a domain, for example, any message sent to NCAA.org would get flagged as policy violations.
   4. Sender And Recipient Domain Policy – flags content to or from domains that you name, for instance any email to or from FBI.gov would get flagged as policy violations.
   5. Encrypted Password Protection Policy – flags emails with password protected or encrypted files.
   6. Attachment Policy – flags messages with attachments. An example of when this would be useful is if you wanted to use a policy to monitor specific users to make sure they were not sending confidential files to their personal email account.
   7. Whitelist Sender Email Policy – this policy type lets you create a list of senders for whom you do not want to flag email. For instance, newsletter@vanguard.com
   8. Whitelist Sender Domain Policy – with this policy you can create a list of domains from which you do not want to flag emails. An example might be, amazon.com
   9. Website Modified Policy – this policy type allows you to flag an instance when one of your web pages is changed, added, or removed.
   10. Website External Policy – with this policy type enabled you will flag any web page that has a link to an external website.
   11. Website Mandatory URL Policy – this policy type is useful if you are required to have a link to FINRA.org, SEC.gov or any other link on your website. MessageWatcher can flag web pages that do not have the link that they should have.
   12. Machine Learning Policy – this policy type is used if you are using our optional Machine Learning service which helps look at things like, employee sentiment, possible theft, unusual activity, off-hours activity and more.
5. You can choose to duplicate an existing policy by choosing it from the drop down list under Copy Existing Rules if it will save you time or you can leave it as the default of Do Not Duplicate which means the new policy will not have any rules in it until you add rules to the policy.
6. Under the Message Nature title, you can choose which types of communication you want to flag when rules in this new policy are violated. Inbound refers to messages coming in from outside servers or users, Internal is communication between your users and Outbound is communication from your users to outside domains.
7. Click on the box next to Email Notification if you would like to be notified when there is a policy violation for this new policy.
8. In the Additional Notification Address(es) box you can type the email addresses of others that you would like to have receive a notification anytime this policy is violated.

For compliance reasons, you cannot delete any item within the archive system.  However, you can set the user account to “Inactive” status by editing the user account.  Select the “Users” icon from the menu bar and select the user account.  Next, set the radio button for “Is Active” to “No” and click “Save”.

If you would like to keep using a Policy but would like to disable one or more of the rules in the policy:

1. Click on the Policies tab
2. Choose the policy with the rule that you would like to disable
3. Click on the Rules tab.
4. Find the rule (the word or phrase) then click the green Active button to the left of the rule to be given the choice of disabling that rule.

For example, in the image below you can see the places to click to disable the word “attorney”.

1. Go to the Search
2. Enter a date range and any other criteria that you have for the export.
3. At the bottom of the column with the search criteria you will see Export Only Options
   1. Choose Outlook PST if you would like to be able to open or deliver the export in a format that can be opened in Microsoft Outlook.
   2. Choose EML if you would like to export the data in a .eml format. This is the preferred export format for attorneys.
4. The exports will then show up in the Exports section of your MessageWatcher portal.

Alternatively if you want to see your entire site with the date of the last changes, run the report Website Reportfor the same time period, then select the website name link on the date in question. For example, if I select the website name link on the 7/30/2019 archive date:

You will then see the page(s) that were archived. If you then select any page or the manifest you will see the button “Snapshot”, if you press that you will then see your entire site showing all pages, the date the page was changed and you can view or export the pages on that date.

RingCentral messages can be easily searched, viewed or downloaded in the MessageWatcher portal. These messages include call log detail showing in/outbound calls from each phone, SMS messages sent/received by each phone, incoming and outgoings faxes and audio voice-mail recordings from each phone. RingCentral messages are integrated into your compliance portal so you have a single interface to review all electronic communications for your firm.

To search for your RingCentral text messages (SMS), faxes, voicemails, and/or call logs you can go the Search tab, choose your date range from the date range calendar boxes, or you can type in the dates, then in the Message Type dropdown box choose "RingCentral".  Then click on the "Run" button above and to the right of the date boxes.

Your RingCentral account can be easily integrated with MessageWatcher for archiving call logs, faxes, SMS messages, and voicemails. You can view the status of your RingCentral account within MessageWatcher and easily authorize us to archive one or more of your phones. You can view the status of your RingCentral archiving within your MessageWatcher portal by clicking on Users choosing the Ring Central user then clicking on that account. Next, click on the Edit button to view the settings like phone number, associated employee name, associated email address and more.

To find the list of words that get flagged you can go to Policies, click on the policy that you are interested in, then click on the tab that says "Rules". This will show the list of words words that will cause messages to be flagged.  Please see the screenshot below.

We use the term 'rules' for word or phrases that are contained in Policies.  These Rules cause content to get flagged in MessageWatcher if they appear. To flag messages that contain those Rules the Policies must be applied to a User or to a Group (a Group is a list of all or a subset of employees). The Groups tab lets you click on a specific Group then you can see which Policies have been applied to a Group on the Information tab. You can drag polices between the Available Policies (ones you aren’t using) and the Assigned Policies column. The Users tab lists your employees assigned to that Group.

1. Contact support@messagewatcher.com to signup LinkedIn personal archiving reminders.
2. Once that is service is setup for your account you will receive a Reminder email from MessageWatcher with information on how to get your personal LinkedIn content archived but we have included information and screenshots to help if those instructions are not clear.
3. Sign into your LinkedIn account.
4. Go to the LinkedIn site to request your data: https://www.linkedin.com/psettings/member-data
5. Select the "Download Larger data archive..." option, then click “Request Archive”

• • 6. LinkedIn will email you within 24-48 hours when the download is ready. The email will come from the following email address: messages-noreply@linkedin.com. The subject of the email will be something like "Your full LinkedIn data archive is ready!"  However, if you don’t receive the email, you can go back to their site and check the status on the following page: https://www.linkedin.com/psettings/member-data

• 7. 7. LinkedIn will send you the email notification to the address you use to sign into your LinkedIn account. The email will have a link that will take you to a LinkedIn web page.
     8. The link to download your data will be shown on the page when it is ready to download. The download will be in a ZIP file which you will then email to MessageWatcher at the destination email given to you by MessageWatcher in the Reminder email. That destination email will end in @messagewatcher.net.
     9. When you forward the ZIP file to that unique email address please be sure to send it from the email address that we archive for you so our system recognizes that you sent in your data successfully.

Once you have used the Export button in the MessageWatcher Search screen you will be able to go to the Exports section of MessageWatcher. In the Export tab you will see that file with the name you chose. In the example below we chose “Demo export” as the file name. Click on the download icon, next to the trash icon, to put that file onto your computer (the file shows up in the bottom left corner of your browser).

Remember that folder because you will need to go to that folder in the next steps which are about importing that folder into Outlook. You can remind yourself of the folder by right clicking on that new file and select "Show in Folder"

Open Microsoft Outlook Click on File

Click on Open & Export

Open the folder into which you downloaded the Export file from MessageWatcher.

After you import the file the emails will be in a folder named Archive and show up in Outlook with your other folders like Trash and Junk.

Please contact us for this optional service. Messages can be imported into the MessageWatcher archive using many standard formats (Outlook PST files or EML files). This is a fee-based service.

• 1-3 days after you signed up for the MessageWatcher service you received a welcome email with a link to your online MessageWatcher portal.
• If you read through that email you will see a link to your portal, along with your username, password and a link to an online tutorial.

You will want to make sure that you are whitelisting domains and senders so that you are not flagging policy violations in common newsletters, market updates, e-commerce marketing, etc.  This can be done while reviewing a message by clicking on the ‘W’ icon at the bottom of the review box. You can also modify your policies so that inbound emails are ignored for specific policies.  You can do this in the Policies tab by choosing the policy that you want to modify then uncheck the box next to “Inbound”, then click on “Save”.

Please see below for steps to remove the journaling configuration in your Office 365 account. Step 1 – Login to your Microsoft 365 account at:  https://login.microsoftonline.com Select the “Admin” option:

If you are using Godaddy for your Microsoft 365 hosting you can select the “Admin” menu item, followed by the “Advanced” option, finally select the “Exchange” admin link then select the “Exchange” menu item from the Admin centers near the bottom of the menu.

Next, select the “Classic Exchange admin center” menu item.

Finally, select the “compliance management” menu item on the left menu bar then select the “journal rules” menu bar item on the top menu bar. Finally, select the MessageWatcher journaling rule listed and click the “Delete” icon to remove it.  After removing the journaling rule copies of your email will stop being sent to MessageWatcher for archiving.

Please follow the steps below to remove journaling for your Google email. Logon to your Google Workspace admin website, https://admin.google.com/ then from the Home page, select Apps.

Scroll to the bottom of the Gmail page and select “Routing”:

Delete the “MessageWatcher” Routing rule as shown below.  After removing the MessageWatcher routing rule this will stop sending copies of your emails to MessageWatcher for archiving.

You can retrieve any email from the system by performing a search within MessageWatcher.  Select the “Search” menu bar item, enter your criteria for finding messages, then select the “Search” button.  The messages will be displayed in your browser.  By selecting any of the items, you can print, reply, forward, or download to your desktop.   Note: downloaded messages are saved in EML format which is the “raw” or original format of the email as it was received from your server.  This EML format usually requires conversion before it can be displayed in an email client, such as Outlook.

1. Along the left menu click on the Flag icon (Message Review)
2. See Message Review section in the main body of this reference.
3. You can then click on the messages to view the message content.
4. When viewing the item the gray box at the top will indicate which policy and which rule caused the violation (flag).
5. If you click on the down arrow at the far right of the gray Policy Violation box it will display the violation with 5-10 words before and after the rule violation to show you the context of the issue. This will hopefully save you time in reviewing your policy violations.
6. Policy violations will also be highlighted in light blue throughout the message if you would like to read through the entire message.

Using the URL and logon supplied with your Welcome Kit letter, log onto MessageWatcher and select the “Search” page.  On this page, you can select the date ranges, sender, recipient, or message contents to find your message.  Note that entering more criteria will result in a more defined return on your search results.

1. Go to the Dashboard by clicking on Dashboard link in the upper left of the screen.
2. Scroll to the bottom of the right section of the page then click on Mail
3. Or, go to the Search
4. Enter a date range and any other criteria that you have.
5. In the Message Type dropdown menu choose Mail.

1. Go to the Dashboard
2. Scroll to the bottom of the right section of the page then click on Facebook
3. Or, go to the Search
4. Enter a date range and any other criteria that you have
5. In the Message Type dropdown menu choose Facebook.

In MessageWatcher, go to the Search tab, choose the date range that you would like, along with any other criteria.  Then, in the Message Type dropdown menu choose Facebook / Instagram.  Because Facebook owns Instagram, they bundle these files.

1. Click on the Search option
2. Choose your date range
3. Choose Facebook / Instagram from the Message Type dropdown menu

1. Go to the Dashboard
2. Scroll to the bottom of the right section of the page then click on LinkedIn
3. Or, go to the Search
4. Enter a date range and any other criteria that you have.
5. In the Message Type dropdown menu choose LinkedIn.

1. Go to the Dashboard
2. Scroll to the bottom of the right section of the page then click on Twitter
3. Or, go to the Search
4. Enter a date range and any other criteria that you have.
5. In the Message Type dropdown menu choose Twitter.

1. Go to the Dashboard
2. Scroll to the bottom of the right section of the page then click on Website
3. Or, go to the Search
4. Enter a date range and any other criteria that you have.
5. In the Message Type dropdown menu choose Website.

To set up random review please email support@messagewatcher.com. You will be given a list of message types and directions, each of which will need a specific review % target. For example, inbound email with violations = 5%, outbound with violations = 8%, inbound without violations = 0.1%…

To change your password please log into MessageWatcher, at the very bottom left click on your user name (in this screenshot our user name is Account Administrator), then click on Account Settings, then type in your temporary password in the Current Password box then type in your new password, confirm the password then hit Save.  You can also use the Generate Password button to have MessageWatcher create a random password for you.

1. Log into your MessageWatcher portal.
2. One way is to go the Dashboard then go to the bottom left and click on All Messages
3. Or, along the left side of the screen you will see a magnifying glass / Search button, click on that.
4. In the Filter column/box, choose your date range.
5. Scroll down then in the Message Type box choose which type of content you would like to search for or All Message Types

Using the URL and logon supplied with your Welcome Kit letter, logon to MessageWatcher and select the "Search" page. On this page, you can select the date ranges, sender, recipient, or message contents to find your message. Note that entering more criteria will result in a more defined return on your search results.

MessageWatcher is set up to allow 4 exports per day, with 60,000 records per export.  This allows you to get 1.2 million records per workweek.  To create a new export if you already have four listed you must delete one of the existing exports.

1. Click on the Exports tab
2. Highlight one or more previous exports.
3. Click on the delete (trash can) icon to remove that export file.

Yes, any change in email hosting provider does require you to re-setup journaling with us for archiving your emails. Please contact support@messagewatcher.com if you need assistance.   Please note that you must be using a business class email provider like Google G Suite or Microsoft Office 365 that supports journaling of emails.

1. Make sure your search criteria match what you are looking for
2. In the Addresses box (Search by Address) checking the AND button means the emails comes from AND goes to the same sender or senders which occurs much less frequently.
3. Did you reauthorize your social media accounts when you received a request to do so?
4. If none of the above help please contact Support@MessageWatcher.com so we can make sure your account is configured correctly.

1. When you go to your login page you will see a Forgot Password Click on that.
2. Type in your email address then hit the Send New Password button
3. Since the email goes out right away please check your spam filter for an email from no-reply@messagewatcher.com then please whitelist this email address.
4. If the message is not in your spam filter please email support@messagewatcher.com to request a password reset.

By selecting the “Forgot Password?” link on the Login page, you will be prompted for your email address. If your email address is valid, a new random password will be sent to the email account that you specified. Please note that accounts must be active in the system in order to access the account. If the administrator has disabled a login, the previous or new password for that account will not work.

Please allow up to 2 minutes. Also, please verify that your spam filter whitelist settings have no-reply@messagewatcher.com as an approved email address. This is the address MessageWatcher’s password reset emails come from.

1. Did you request the service on your initial order form, send an email to request the service, or use the https://MessageWatcher.com/addservices to let us know you wanted this archived?
2. Did you reauthorize the archiving of this service when a reauthorization request was sent? Social media platforms require reauthorization so services can’t access your content indefinitely.
3. If yes to both of the questions above please email support@messagewatcher.com with details.

1. Verify that you applied that policy to the Group(s) that need to be monitored by clicking on the Groups button, click on the Group that should have the policy applied to it, then you can drag policies from the Available Polices which are not being used, to the Assigned Policies column.  The Assigned Polices are active for that Group.  Then scroll down and click on the Save button.
2. Make sure you created the policy and the rules in that policy – Along the left side of the screen click on Policies, choose the policy name, click on the Rules tab to see the list of rules.  You can use the "+ Add Rule" button if you would like to add a Rule.
3. Click on Policies along the left then choose the Policy you are interested in looking at.  Next, under the Information tab look at the Message Nature section to make sure you are setup to look at what you want, like Inbound, Outbound, etc.  Then click on the Save button.

Log onto the MessageWatcher application and select the “Users” menu item.  Select the “Add User” link in the top right corner of the screen.  Next, enter the employee’s full name and primary email address.  (You can add more aliases later by editing the account.)  Select the user permission “Standard Account” for archive and review. Enter a username and password and click “Forward” and “Apply” to finish creating the user. You can edit the user to add additional email aliases. (All aliases need to be added if you need to archive them.)  Verify that the user account is set to “Active” and “Archive” enabled. Note: all of the email that is routed through MessageWatcher is archived, regardless of whether a user account is created or not.  The purpose of creating a user account within MessageWatcher is to enable the administrator to give permissions to the user and to pull user-based reports.

Refer to your Welcome Kit letter; it includes your logon and URL for accessing your email archives.

The default limit is 250MB. If an email exceeds this limit, it will not be archived.