Data Protection - Is there a way to import lists of email addresses in to Data Protection policies?

Document ID : KB000009912
Last Modified Date : 14/02/2018
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Introduction:

In some scenarios users may wish to define and refine email addresses.  These lists can be quite extensive and the associated administrative overhead of maintenance can be a huge burden.  If this data exists in an external source it is possible to leverage the data to reduce the overhead.

Background:

All triggers in the user policy can use lists of included, excluded, or ignored items. You specify which list is checked for matching items. Examples include lists of matching URLs, file names, email addresses, search text, and so on.  

As a default user policy triggers can define individual address lists to use in aforementioned sections (included, excluded, ignored) however if this data exists in an external source it is possible to import the data so it can be used\ re-used across multiple policy triggers.

 

 

Environment:
All versions of Data Protection (DataMinder)
Instructions:

To import "White Lists" you need to create a user defined variable list.  To do this you need to edit the user policy and navigate to the definitions section. For example; 

 

MyPolicy - > System settings\Definitions\User Definitions\User Definition 1 

 

You can define these User definitions specifying a name (i.e. MyAddresses) and import values into the value section. 

 

To import, open the value field so you can see the 'add' radio button. Hover the mouse over the 'values' (even if currently empty) and right mouse click in the value field and it will give you an import option. 

 

These user defined values can then be used in the main policy for example; 

Setting the "Include Addresses" with a value %MyAddress% will parse the user defined values.

 

Additional Information:

Note:  The default import option is to use ".csv" Common Separated Value files, which should give you the delimiter you require. It is also worth noting that this import does not 'remove' previous entries, it only adds to it.