How to Use Exclusions Search

Author: Patrick Schramm
Date: June 11, 2025

🧠 Summary

Exclusion Search functionality allows administrators to manage and filter out specific content types—such as messages from certain senders or domains—by designating them as Privileged or Marketing addresses. This helps streamline compliance monitoring by excluding irrelevant or sensitive communications from search results and policy reviews.

🔍 Use Case

Privileged Addresses

Purpose:
Used to exclude sensitive or confidential communications (typically legal or client-attorney privileged messages) from compliance monitoring, policy enforcement, and reviews.

Key Use Cases:

• Emails to/from legal counsel (e.g., legal@yourfirm.com)

• Sensitive HR or executive communications

• External legal firms or auditors

How It Works:

• Communications from/to privileged addresses are excluded from policies, lexicon scans, alerts, and reviewer access.

• These messages are still archived for retention but are kept hidden from general compliance workflows.

• Useful in regulated industries to maintain privileged confidentiality while still retaining records for auditing or legal discovery.

Marketing Addresses

Purpose:
Used to filter out low-risk, high-volume communications such as newsletters, automated alerts, or general announcements from compliance reviews.

Key Use Cases:

• Bulk newsletters (e.g., info@vendor.com)

• Automated system notifications (e.g., noreply@service.com)

• Marketing campaign emails

How It Works:

• These messages are excluded from lexicon scans and policy alerts, so they don’t trigger false positives.

• Unlike privileged content, these are not hidden entirely—they’re still visible in the archive and can be searched manually.

• Ideal for reducing noise in compliance reviews while retaining visibility and access to the content.

🛠️ Step-by-Step Instructions

1. Access the Exclusions Module

• Log in to your MirrorWeb Insight Dashboard.

• Navigate to the Communications module.

• Click on Exclusions, then select Search from the dropdown menu.

2. Add a Privileged or Marketing Address

• Choose the appropriate tab: Privileged addresses for sensitive content or Marketing addresses for non-essential communications.

• Click the + Add button.

• In the Address name field, enter a descriptive name for the exclusion.

• In the Address field, input the specific email address or domain you wish to exclude (e.g., newsletter@example.com).

• To exclude all content from a domain, check the Wildcard box.

• Click Add to save the exclusion.

Note: These exclusions apply only to new messages ingested after the configuration and do not retroactively affect previously archived content.

3. Add Exclusions Directly from a Message

• While viewing a message, click the three dots in the top-right corner.

• Select + Add privileged address or + Add marketing address from the dropdown menu.

• The sender's address will be pre-populated; assign a name and configure the wildcard option as needed.

• Click Add to save the exclusion.

This method allows for quick exclusion of specific senders or domains directly from the message view.

4. Search for Messages from Excluded Addresses

• Navigate to the Communications module and click on Advanced search.

• Use the filters to search for messages from specific Privileged or Marketing addresses.

• This allows you to review excluded content if necessary.

This functionality ensures that administrators can still access and review excluded messages when required.

5: Edit an Existing Exclusion

1. Locate the exclusion entry you wish to update in the list.

2. Click the Edit (Pencil) button next to it.

3. In the edit window, you can modify:

   • The name of the exclusion

   • The Address, domain, Platform Selection, and Match Type.

4. Click Update to apply your changes.

6: Delete an Existing Exclusion

1. Locate the exclusion entry you wish to delete in the list.

2. Select Delete (Trash Can).

3. Confirm the deletion in the pop-up dialog.

⚠️ Note: Deleting an exclusion will not retroactively apply policies to previously excluded messages. It only affects future message ingestion.

🔄 Exporting Exclusion Lists

1. Navigate to Communications > Exclusions.

2. Choose either the Privileged Addresses or Marketing Addresses tab.

3. In the top-right corner of the exclusions list, click on the Export icon or menu option (usually represented by a downward arrow).

4. A .CSV file containing your exclusions will be downloaded.

This export includes:

• Exclusion names

• Email addresses or domains

• Whether wildcarding is enabled

📤 Importing Exclusion Lists

1. Navigate to Communications > Exclusions.

2. Choose either the Privileged Addresses or Marketing Addresses tab.

3. In the top-right corner of the exclusions list, click on the Import icon (represented by a upward arrow).
4. There will be an option to download the template and fill out.

5. After selecting the file, click Upload.

6. Review the preview screen to confirm your data looks correct.

7. Click Confirm Import to finalize the changes.

📝 Pro Tip

• Importing adds new exclusions; it does not delete or overwrite existing entries unless duplicates are detected.

• Duplicate entries may be skipped or updated depending on the system settings.

• You must have appropriate admin permissions to use import/export functions.