Search and find emails by keyword
In the context of the implementation of the General Data Protection Regulation (GDPR) in your company, you have received a request to search all mailboxes for emails containing a certain word that could be considered as personal data either in the subject, or in the message body. How can you do that with Promodag Reports?
The fast way: limited information in a few clicks
Rather than looking for messages by subject in users' mailboxes, try to get the most from your database first. You will only be able to look for messages by keyword in the subject line, but it will run way faster.
The second advantage of this method is that all sent/received messages with that particular word in the subject line will appear - as long as you have imported message tracking files to cover the whole reporting period - even if users deleted those messages from their mailboxes.
Finally, it will also work if you run Promodag Reports in Hybrid of in full Office 365 mode.
The most suitable report is Find Specific Messages; you will find it in the Templates > Mailbox Traffic category.
In this example, we are searching for non-GDPR compliant messages whose subject line either contains ‘passport’ or ‘ID card’ or ‘national insurance’.
Slower, but more detailed: scanning the content of mailboxes
If you need to look for all mailbox items containing certain GDPR sensitive data in real time, then use General Mailbox Content. You will find it in the Templates > Mailbox Content category.
However, this dynamic report may take some time to complete depending on the number of mailboxes you select, and the number of items they contain: the reporting tool will connect to Exchange and open each selected mailbox one by one. A useful trick is to select 'Message' items in the Filter tab as well as your keyword; that will restrict your search to that type of items only, and therefore make it a bit faster.