Use Case: Files Containing Profanity

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Files Containing Profanity

At our organization, users are not allowed to share content on Google Drive that contains profanity. When documents containing this type of content are identified, we would like to email the user to ask them to remove the content, as well as sending a direct Slack message to the point person on our HR team in charge of enforcing these policies.

The workflow below will run whenever the ‘Files Containing Profanity’ custom alert triggers from this point forward. When the workflow runs it will send an email to the owner of the violating document in order to allow them to remove the content. It will also send a direct Slack message to the person on the HR team who is in charge of making sure these rules are followed.1._Files_Containing_Profanity.png

1. ‘Files Containing Profanity’ Alert

To start, you will need to create your custom alert to scan for profanity. This will need to be carried out in the Alerts Manager. Look for the ‘Sensitive Data Scanned’ alert template. You will create a new version of this alert. In the Content Scanning block, select ‘Profanity’ as your information type.

You can add any additional content scanning information types you may want. These conditions operate with OR logic, meaning that a document only needs to contain one of the relevant types of data in order to trigger the alert and workflow.

Please note: Only documents edited from this point forward will trigger the alert and workflow. It is also possible to scan private files by selecting the ‘Include Private Files’ checkbox, but doing so may cause the alert to take significantly longer to trigger.

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2. Send Email to User

Using the ‘Send Email to User’ action, you can select the file’s owner in the To field in order to send the owner an email whenever the workflow triggers. In this example we’ve also BCC’ed our HR group in order for them to track that the user has received the notification. The subject of the email contains the name of the file, and the body of the email contains the name of the owner in order to personalize the message, as well as the file name.

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3. Send Direct Message

Craig is the point person on this organization’s HR team when it comes to content violations of this type. We’ve manually entered his Slack username to populate it in the ‘Target of Action’ dropdown, so when the workflow triggers, Craig will receive a Slack message. The message includes the file name and the email address of the owner, allowing Craig to follow up as necessary and make sure the content is removed.

While we’ve used the Slack ‘Send Direct Message’ action, you could also configure a similar workflow to send an email your HR group (‘Send Email to Group’).

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Additional Alert and Workflow Example

Here is an additional example of how you can create the same Workflow in Box.

Box

Alert

Sensitive Data Scanned

Workflow Action

Send Direct Message - Use this action to send a Slack notification to the point person on this organization’s HR team when it comes to content violations. 

Please note: It is not yet possible to target users across providers to send them an email. This is coming in the near future.

 

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