Detect confidential documents with PII and allow internal shares only

Overview:

The purpose of this example is to:

• Create a classification rule that detects confidential documents using a group of personally identifiable information (PII) patterns.
• Tag the documents with attributes that specify if they are marked confidential.
• Create a DLP rule that allows only internal sharing of documents tagged as confidential, but allows external sharing of documents not tagged as confidential.

Configuration Steps:

1. Create Metadata Set

• Log in to the FileCloud Admin portal, and in the navigation panel, click Metadata, then click Add Metadata Set.

• Create a metadata set named Confidential Documents with the attribute Confidential of type text.
• Choose the Users/Groups that can see this metadata and provide them with read permission.

2. Create the PII Regex Patterns Group

• In the navigation panel, click Settings, then click the Content Search tab.
• Check Enable PII Search.

• Add a PII patten for your confidential Information.

Edit the new PII search pattern, and set Regex  to the confidential statement to detect inside your documents, for example, "(This is a confidential document, For internal use only)". Note that statement should be inside ().

If you have multiple statements to detect in your document you can use (statement1) | (statement2 ) | (statement3) . In this example, you are also adding the pre-defined patterns with personally identifiable information shown in the screenshots below.

a. Confidential Statement Pattern:

b. European Debit Card number Pattern:

c. France National ID Pattern:

d. France Passport Number Pattern:

Add the different patterns into a pattern group:

3. Create the Smart Classification Rule

• Log in to the FileCloud Admin portal, and in the navigation panel, click Smart Classification.
• Add a new classification rule

• Make sure to specify the exact name of  the metadata along with attribute name and PII Regex pattern. In the Add Rule dialog box, enter the following into Definition:
  

  {
  "classifier": "Default",
  "precondition": "true",
  "condition": "count(_classifications) > 0",
  "matchaction": {
    "Confidential Documents": {
      "Confidential": "Yes"
  }
  },
  "defaultaction": {
    "Confidential Documents": {
      "Confidential": "No"
  }
  },
  "parameters": {
    "SEARCH_PATTERN_GROUPS": [
      "Confidential Info"
  ]
  }
  }

4. Create the Smart DLP Rule

• Log in to the FileCloud Admin portal. In the navigation panel, click Smart DLP.
• Add a new DLP rule
• For documents that are confidential, the rule checks for metadata attribute "Confidential" = "Yes" and allows sharing with only domain "codelathe.com".
• For documents that are non-confidential, the rule checks for metadata attribute "Confidential" = "No" and allows sharing with all domains.

5. Upload documents to Filecloud's user portal

• Log in to the FileCloud user portal.
• Upload multiple documents to My Files or to a Team Folder. Some of the files should contain confidential information.
• The classification rule will detect documents that contain confidential information and set the attribute "Confidential" to "Yes".
• The classification rule will detect documents that do not contain confidential information and set the attribute "Confidential" to "No".
  
  Content of uploaded document with confidential statement in it:
  
  
  
  

6. Test the Smart DLP rule

• Log in to the FileCloud user portal and share a file that contains confidential information.
• Confirm that sharing is only allowed with users from the domain "codelathe.com".