What is a Smart Action?

A Smart Action is an automated process that will identify files that match criteria you choose and perform an action on them. Learn more about the different types of smart actions search criteria and actions to perform on them below.

Add a Smart Action

Smart Actions are setup from the Smart actions Dashboard accessed via the menu on the left hand side. Create a new smart action with the plus icon in the menu or in the upper right of the page.

Types of Smart Actions

Compliance Smart Actions

Compliance Smart Actions use pre-set machine learning filters and searches to identify documents that match the selected conditions.

Examples of these filters are:

  • Bank Account Number
  • Credit Card Number
  • Identity Card (Passports, Driver Licenses)
  • Social Security Number
  • Sensitive Words List (offensive, explicit, threatening, sexual, etc.) Please contact the support team if you wish to see the full list.

You can also limit the alert to certain actions being taken on a document. For example, if a document is detected to contain a Social Security Number, the alert can be limited (optionally) to just when that document is shared.

Note: The sharing action is currently limited to Slack Enterprise, Box Enterprise, Dropbox Business and Google Drive.

Custom Smart Actions

Custom Smart Actions let a user turn any saved basic or advanced search into a smart action. Simply save the search and it will appear as an option for the smart action.

Note: The smart action will create a copy of the search. Updating the search conditions will not update the smart action.

Smart Action Notifications

Email Notifications

Smart actions can send notifications via email to one or more email addresses. You can also opt not to receive email alerts.

The frequency of the notification can be set to one of the following:

  • Immediately
  • Daily
  • Weekly
  • Monthly

Immediate notifications can take up to 30 minutes to notify the users.

Daily notifications send at 8:00 UTC every day.

Weekly notifications send at 8:00 UTC every Monday.

Monthly notifications send at 8:00 UTC on the 1st of the Month.

Webhook Notifications

You can optionally choose a webhook to send the notifications to. Check out our article on setting up webhooks. Note that webhook notifications will always be sent immediately.

Severity Level

Choose a severity level to label the alert.

4 levels of alert are available:

  • Critical
  • High
  • Medium
  • Low

Rename Severity Levels

Admins have the ability to rename severity levels for Smart Actions.

Navigate to Admin Preferences and select the Compliance tab.

Click the Severity Level you would like to rename, and you’ll enter edit mode.

Hit “Enter” or select the “arrow” icon on the right hand side to confirm your changes.

Learn about responding to smart actions here.

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