Support

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”.

If you have an audit, legal or regulatory examination you can easily provide the requested data and here are the steps.Once you have logged into your MessageWatcher portal you will want to click on the Search tab. Enter the search criteria given by the auditor or examiner using the search options in the Search tab such as date range, senders, recipients, to/from domains, specific words, numbers or symbols, message type (email, social media, web pages, Slack, etc.) or any of the other options. Scroll down to the bottom of the box with the search criteria and click on the Export button.

You will get a box that shows the date range of the export, the file size, and the number of messages. You can use the Export Name box to type in a name for this file. Next hit the Export button. Screenshot below.

The export process will begin and can take from 1 seconds to a couple of minutes if the file is several GBs. In the box that pops up you can click on the Show Downloads or you can use the Exports tab to see the export file. In the exports tab, find the export file name you just created then click on the download icon. This will allow you to choose a folder on your computer into which the file will be saved.

To learn how to open the exported file in Microsoft Outlook please see the following help article - https://messagewatcher.com/support/how-do-i-import-a-messagewatcher-export-into-outlook You can email [email protected] to get help with any audit, examination or e-discovery request.

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" to continue.
6. Click "Next" to skip "Step 2: Social Media Services".
7. In "Step 3: Set Up Permissions" choose Account Administrator.
8. Assign a login name and password for the new Administrator.
9. Click "Add" to finish.
10. You can have multiple Administrators on your account.

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 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: Social Media Services," choose Next.
7. In "Step 3: Setup Permissions," choose Reviewer.
8. Assign a login name and password for the new Reviewer.
9. Click "Add" to finish.
10. You will then want to open that User's account in the User tab.
11. Then click on Edit.
12. 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. 1. You must have the account administrator role permission to add services to your account.
   2. Select your user account preferences by selecting the user account icon located at the bottom of the menu bar.  Next, select the "Domains" menu option.
   3. Enter the new domain name and click "Add Domain".
   4. Copy the DNS text record by selecting the copy link next to the new domain.  Add a new DNS text record to your domain using the text that was copied by following the steps below:

Go to https://www.whois.com/.

Click on “WHOIS” and enter your domain name in the box.

Then click the “SEARCH” button.

In the results, locate the nameserver to get the domain provider.

Log in to your domain provider control panel.

Locate the section for updating your DNS records—it could be Managed DNS, Name Server Management,  DNS Management, or Advanced Settings.

On the page, click the TXT record option and add the text for your DNS domain that you copied from the above step.

Save the settings and wait until they propagate. This can take a few minutes, up to 72 hours based on the "TTL" set on your domain record.

e. Click the "Verify" button to complete the addition of the new domain to your account.   Note: The domain will not be active in your account until it is verified using the DNS text record information shown on this page.  

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</strong

You will need to prepare your Instagram account for archiving, specifically you will need to do these two steps before your account can be archived.

1. 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 – 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.

To enable social media services, you can always email [email protected] or you can enable the services in your portal using the steps in the screenshot below.

1. Click on the Users tab.
2. Click on All Users to find the user who would like Instagram archiving.
3. Click on the box next to the person's name.
4. Click on the Add Services button.
5. Click on the Instagram box.
6. Click Add.

1. 1. You must have the account administrator role permission to add services to your account.
   2. Select your user account preferences by selecting the user account icon located at the bottom of the menu bar.
   3. Click on the Services menu item.
   4. To enable a new service, toggle it on by selecting it from the available services in your account.  Note: Enabling RingCentral or Zoom requires that you authorize your account when you are prompted.
   5. After enabling any additional services in your account you may add these services to existing or new users to start archiving content.

 

1. 1. Go to the Users menu item.
   2. Select the user account(s) that you would like to add services to.
   3. Select the "Add Services" button.
   4. Select each service that you would like to add to your selected user(s).  Note: Only services that have been enabled in your account can be added on this screen.
   5. Select "Add" to add the requested services to your selected user(s) to complete the process.
   6. You may edit a user to view the new service or to send the user an authorization link.   Note: All new services require that the user authorize the service before archiving can start.

  Please see the following article for steps to authorize an account: https://messagewatcher.com/product-support/how-do-i-authorize-a-social-media-service/

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 add social media for the new user, select one or more of the optional social media services if archiving is needed.
   6. Step 3 lets you choose the new user’s permission level, please see the table below to learn about the different permission levels.  If the user will not need to logon to the compliance portal the default permission "Archive Only" is recommended.

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 Google Workspace, 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.

1. 1. Note: All new services require that the user authorize the service before archiving can start.
   2. Go to the Users menu item.
   3. Select the user account that you would like to authorize.
   4. Select the new service from the user edit screen top menu. (this can be Twitter, LinkedIn, Facebook or YouTube).  In this example, we will select LinkedIn.
   5. If the new service is for yourself you may click the authorization link shown and follow the prompts to authorize us to archive your social account.
   6. If the new service is owned by another user, you may use the "Send Authorization Link" to compose an email to send to the user to request their authorization.
   7. After the new social service is authorized by the owner of the account, archiving will start the next day.

Archiving YouTube

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.

YouTube Archive

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.

1. You must have the account administrator role to receive daily or weekly notifications.  This is the report that gets emailed to an administrator so they can see if volumes of email, social media, etc. are in line with their expectations.  You can first go to the Users tab.
2. Click on Account Administrators.
3. Click on the user's name.
4. In the upper right, click on the Preferences tab.
5. Scroll down to the Message Usage Notifications section.
6. Choose None, Daily or Weekly to match how often you would like this admin to receive the reports.
7. Choose what time of day the report will be emailed.
8. Choose whether or not to have the admin receive reports on the weekend.
9. Click Save.

 

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.  We also offer the ability to download from the Search tab to an Outlook PST format which you can then import as a folder into Outlook.  The Export button is at the bottom of the Search Filters (below Date Range, Addresses, Message Type, Mail Nature, Randomize... all the way at the bottom of that section.)

.

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, [email protected]
   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. To export a list of the words or phrases in apolicy first go to the Reports tab.
2. Click on the Date Range you would like.
3. Choose the policy that you would like.  The words and phrases ("Rules") for this policy will show up in the report along with the number of times the Rule was violated in the date range you chose in step 2.
4. Click the Run Report button.
5. Click on the Download Excel File button.  Then you can save it to your computer.

1. Go to the Search tab
2. Enter a date range and any other criteria that you have for the export.
3. Choose any other criteria such as Message Type, Addresses (Senders and/or Recipients), etc.

1. 1. 4. At the bottom of the column with the search criteria you will see Export Only Options
      5. 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.
   2. 5. Click on the Export button

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, call logs, faxes and voicemail 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.

MessageWatcher is a LinkedIn Compliance Partner so all you need to do is send an email to [email protected] with the name and email address of the person whose account should be archived.

Once you have used the Export button in the MessageWatcher Search screen to download/export content, you will be able to go to the Exports section of MessageWatcher to see the download/export. 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.

If you have a disclaimer that contains a word or words that you flag as policy violations then you will want to create a new "exclude" rule to prevent words in the disclaimer from being flagged.

1. Click on the Policies tab
2. Choose the Policy (group of rules) that contains the rule causing the word or phrase in the disclaimer to get flagged.  That is, if want to exclude "warning" from getting flagged in your MessageWatcher portal then in this step you will want to choose the Policy that contains "warning" as a rule.
3. Click on the Rules tab
4. Click on the “+ Add Rule” button
5. Name your new rule
6. Choose “(-) Exclude” from the Rule Modifier dropdown menu
7. In the Rule Phrase box paste the relevant portion of the disclaimer, be sure to include the word(s) that were violated. We recommend adding a few words before and after the violated phrase to be sure it will only exclude your disclaimer.
8. Click on the Add button

Once you have logged into your MessageWatcher portal you will want to click on the Search tab. Enter the search criteria given by the auditor or examiner using the search options in the Search tab such as date range, senders, recipients, to/from domains, specific words, numbers or symbols, message type (email, social media, web pages, Slack, etc.) or any of the other options. Scroll down to the bottom of the box with the search criteria and click on the Export button.

You will get a box that shows the date range of the export, the file size, and the number of messages. You can use the Export Name box to type in a name for this file. Next hit the Export button. Screenshot below.

The export process will begin and can take from 1 second to a couple of minutes if the file is several GBs. In the box that pops up you can click on the Show Downloads or you can use the Exports tab to see the export file. In the exports tab, find the export file name you just created then click on the download icon. This will allow you to choose a folder on your computer into which the file will be saved.

To learn how to open the exported file in Microsoft Outlook please see the following help article - How do I Import a MessageWatcher Export into Outlook You can email [email protected] to get help with any audit, examination or e-discovery request.

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.

Please see below for steps to remove the journaling configuration in your Office 365 account. Step 1 – Login to your Microsoft 365 Purview admin center using your Microsoft 365 admin account at: https://compliance.microsoft.com Select, the “Data lifecycle management” (1) to expand the menu, select the “Exchange (legacy) menu item (2), select the “Journal rules” settings on the top menu bar (3).

Step 2: Select the journaling rule that you added for MessageWatcher (1), then select the “Delete” icon (2) to remove the rule. Click “Delete” when asked to confirm. This will stop the email journaling that was used for archiving your emails.

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.

From the menu bar, select Google Workspace, then select Gmail:

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 Email, 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 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 [email protected]. 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

1. Go to the Search tab
2. Enter a date range and any other criteria that you have for the export.
3. Choose any other criteria such as Message Type, Addresses (Senders and/or Recipients), etc.

1. 1. 4. At the bottom of the column with the search criteria you will see Export Only Options
      5. 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.
   2. 5. Click on the Export button

The exports will then show up in the Exports section of your MessageWatcher portal.

After authorizing your Zoom account with MessageWatcher you may utilize our compliance portal to manage your Zoom phone archiving.Note, you will need to assign each phone number to a user within our portal to archive it. The final step to start archiving your Zoom phone numbers is to assign each phone number to a user within our compliance portal. Logon to your MessageWatcher compliance portal to complete the following steps.

1. Select the "Users" menu item
2. Select the "Zoom Account" that is shown,
3. Select the Zoom User Account
4. Select the "Zoom" top menu link as shown below.

To assign your phone numbers to users in our compliance portal please complete the following steps.

1. Select the Edit icon next to the "Associated Name"
2. Using the drop-down list select the user that is assigned to the Zoom phone number listed.
3. Select the "Update" button to complete the assignment.

Note – Please repeat this process for all unassigned phone number listed if you would like to archive the phone number shown.

Using the URL and logon supplied with your Welcome Email, 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 [email protected] 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 [email protected] 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 [email protected] then please whitelist this email address.
4. If the message is not in your spam filter please email [email protected] 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 [email protected] 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/request-services/ 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 [email protected] 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.

While some employers are hesitant to monitor their employees’ personal social media accounts it not an option for investment advisors who are using their personal accounts to offer advice or to advertise their investment services. While some laws, like the state of Washington’s Revised Code of Washington 49.44.200, https://apps.leg.wa.gov/rcw/default.aspx?cite=49.44.200, restrict some employer access of employees’ personal social networking accounts here are some potential reasons why an investment advisor may choose to monitor and archive their employees' personal LinkedIn accounts. Firstly, investment firms have a duty to comply with various legal and regulatory requirements. Depending on the jurisdiction, certain securities laws may require firms to monitor the activities of their employees to ensure that they are not engaging in any fraudulent or illegal activities, such as insider trading. In addition, regulators may require firms to monitor employee communications, including social media accounts, to ensure compliance with rules related to advertising, record-keeping, and communications with clients. Secondly, investment advisors may want to monitor their employees' LinkedIn accounts to protect the firm's reputation and brand. Employees who post inappropriate or controversial content on their personal social media accounts can damage the reputation of the firm they work for. Monitoring employees' LinkedIn accounts can help the firm detect and address any potential reputational risks before they escalate. Flagging profanity is one such example. Finally, monitoring employees' LinkedIn accounts can also help investment firms identify potential business opportunities or risks. Employees who are actively engaged on LinkedIn may have access to valuable market information, industry trends, or potential business leads. By monitoring their employees' LinkedIn activity, investment advisors can gain insights that could be beneficial to the firm's business, for instance, a contact at an organization that could help with a business development effort. However, it is important to note that monitoring employees' personal social media accounts can raise concerns about privacy and data protection. Investment firms should ensure that they have appropriate policies and procedures in place to protect employees' privacy while still fulfilling their regulatory obligations and business needs. Investment advisors are usually aware of the regulatory requirements and understand the need for archiving of their accounts.

By authorizing your Zoom account with MessageWatcher the following permissions will be granted.

1. View all users' phone information/phone:read:admin This permission is used to retrieve a list of all users associated with your Zoom account to initialize the user into our system for archiving.
2. View all users' call log information/phone_call_log:read:admin This permission is used to archive a user’s Zoom phone call logs.
3. View all users' Zoom Phone SMS information/phone_sms:read:admin This permission is used to retrieve the Zoom phone SMS session information for archiving.
4. View all users' call voicemail information/phone_voicemail:read:admin This permission is used to archive voicemails.
5. View all user information/user:read:admin This permission is used to manage the accounts that require Zoom phone data archiving.

The above permissions allow us to read your Zoom account phone information which will be archived in your MessageWatcher account. We only use "read" permissions and never create or update any Zoom account information. Please note that the authorization of your Zoom account to utilize the MessageWatcher archiving service only needs to be completed one-time for your entire company if the phones are managed in a single Zoom account. To authorize your Zoom account for archiving, logon to your MessageWatcher compliance portal to complete the following steps.

1. Select the "Users" menu item
2. Select the "Zoom Account" that is shown,
3. Select the Zoom User Account
4. Select the "Zoom" top menu link as shown below.
5. To complete the authorization, select the "Zoom Authorization" link shown on the Zoom Account user.

The next step in the authorization process will prompt you for your Zoom logon credentials (if you are not already logged on to Zoom in your web browser). To complete the authorization, please select the "Authorize" button

By authorizing your Zoom account with MessageWatcher the following permissions will be granted.

1. View all users' phone information/phone:read:admin This permission is used to retrieve a list of all users associated with your Zoom account to initialize the user into our system for archiving.
2. View all users' call log information/phone_call_log:read:admin This permission is used to archive a user’s Zoom phone call logs.
3. View all users' Zoom Phone SMS information/phone_sms:read:admin This permission is used to retrieve the Zoom phone SMS session information for archiving.
4. View all users' call voicemail information/phone_voicemail:read:admin This permission is used to archive voicemails.
5. View all user information/user:read:admin This permission is used to manage the accounts that require Zoom phone data archiving.

The above permissions allow us to read your Zoom account phone information which will be archived in your MessageWatcher account. We only use “read” permissions and never create or update any Zoom account information. After authorizing your Zoom account with MessageWatcher you may utilize our compliance portal to view Zoom phone content which includes SMS messages, call logs, and voicemails for each archived Zoom phone number. Within the Flagged Review menu you will be able to review any Zoom messages that have been flagged for review by selecting the “Message Type” of Zoom for a selected date range.

You may also access the “Search” menu to find all Zoom messages that have been archived in your MessageWatcher account by selecting the “Message Type” of Zoom for a selected date range.

To de-authorize your Zoom account and remove the permissions granted to MessageWatcher, logon to your MessageWatcher compliance portal to complete the following steps.

1. Select the “Users” menu item
2. Select the “Zoom Account” that is shown.
3. Select the Zoom User Account.
4. Select the “Zoom” top menu link as shown below.
5. To complete the de-authorization, select the “De-Authorization” link shown on the Zoom Account user.

After de-authorizing your Zoom account you should see the following message: