Managing Identity Settings and Matching

Author: Patrick Schramm
Date: June 11, 2025

🧠 Summary / Purpose

Effective identity management is critical for ensuring that your organization’s digital communications are properly archived, categorized, and monitored. The Identities section within the Communications module of MirrorWeb Insight enables you to set up domain-based rules and match identities to ensure full coverage of your capture requirements.

🛠️ Step-by-Step Instructions

Part 1: Configuring Identity Settings

Use this workflow to register and categorize email domains, which enables Insight to accurately classify communications by source.

Steps:

1. Log in to the Insight dashboard at my.mirrorweb.com.

2. From the left-hand menu, navigate to the Communications module.

3. Click on Identities.

4. In the dropdown menu that appears, click on Settings.

5. Click on Add domain to register a new domain.

6. In the Name field, enter a recognizable label for the domain (e.g., “Acme Staff Email”).

7. Input the domain itself (e.g., acme.com).

8. Select a Domain Type from the following options:

   • Staff – Internal users within your organization

   • Client – External business clients

   • Prospect – Leads or potential clients

   • Uncategorized – Domains not yet classified

   • Personal – Known personal email domains (e.g., gmail.com)

9. Click Add domain to finalize.

Once domains are registered, MirrorWeb will begin associating captured communications with the correct identity categories, improving filtering, tagging, and search functionality.

Part 2: Actioning Identity Matching

After domains are added, MirrorWeb Insight automatically monitors ingested communications and flags any unrecognized senders or recipients. These are listed in the Matching tab, where you can review and assign them.

Steps:

1. From the Insight dashboard, navigate again to the Communications module.

2. Click on Identities.

3. From the dropdown menu, select Matching.

4. Here, you’ll see a list of email addresses that MirrorWeb has identified but not yet linked to a known identity.

5. For each unassigned identity, you have three options:

   • Create New Identity – Add a new user profile to associate with the address.

   • Assign to Existing Identity – Link the address to a known user within your system.

   • Ignore Match – Dismiss the suggestion if it’s irrelevant or not needed for capture.

By regularly reviewing identity matches, you can ensure full coverage of communications for compliance, discovery, and internal records.

💡 Pro Tips

• Accurate identity management ensures all relevant emails are captured and properly attributed.

• Domain settings help the system classify communications automatically, reducing manual tagging.

• Regularly reviewing matching suggestions reduces the risk of missing critical data from new contacts.

Make identity reviews a routine part of your compliance or IT audit schedule. The more accurate your identity mapping, the more powerful your archiving and search capabilities become across the Insight platform.