File protection rules

File protection systems use rules to determine the appropriate protection to apply. You apply file protection rules to documents with the workbook protect action. For internal masking (masking at the source), you create the individual file protection rules to be applied. For Microsoft Purview labeling, OpenText Core Data Discovery & Risk Insights reads the Purview policies and generates file protection rules when you create the file protection system. Protection rules are built into the API custom action systems and are not associated with selectable file protection rules and therefore are not included in the protection rules list.

Use the TYPE filter to refine the list of rules to a type of protection system. Use the SYSTEM filter to show only a specific protection system by system name. Type the name of the desired rule in the Find rules field. As you type, matching rules display in the list of available rules; clear the Find Rules field to return to the previously shown list of available rules.

  1. From the primary navigation pane, click File Protection > Rules.

  2. On the Rules page, click NEW RULE.

  3. Complete the details for the new rule.

    Option Description
    Rule name

    Type a meaningful, unique name for the new rule.

    Limits: Maximum 50 characters.
    Description

    (Optional) Type a meaningful description for the new rule.

    Limits: Maximum 250 characters.
    System

    Defines the file protection system name from which you can select protection rules.

    Defaults to Internal masking and cannot be edited.
    Grammars

    Select the desired grammar types and rules to be used for masking sensitive content.

    • Only grammars that are configured for masking display in the list.

    • Type the name of the desired grammar type or rule in the Search field. As you type, matching grammars display in the list; click the X close icon to clear the Search field to return to the full list of grammars.

  4. Click Create.

When applied from the workbook protection action, masking is based on existing grammar types or rules for which masking is configured and selected as part of the file protection rule.

Edit a file protection rule

Internal masking file protection rules can be edited as needed. If the rule has been applied to documents using the workbook protect action, you can not edit the grammars included in the rule.

  1. On the File Protection > Rules page, click the name of the file protection system you want to edit.

    TIP: You can also click or hover over the row for the system and then click the edit icon (edit icon).

  2. Make the necessary changes and then click Update.

    The updates to the file protection system are saved.

Activate or deactivate a file protection rule

Internal masking and Microsoft Purview labeling file protection rules can be deactivated and reactivated as needed.

If deactivated, the rule no longer displays as an available rule when applying Microsoft Purview labeling rules to a workbook in Manage. Documents that have already been protected through the workbook action will remain protected even if the rule is deactivated.

NOTE: When you manually deactivate a Microsoft Purview labeling system in OpenText Core Data Discovery & Risk Insights, all rules associated with the system are deactivated. If you re-activate a system, you must manually re-activate the associated rules. If a system or rule (policy) is deleted in Microsoft Purview Information Protection, the system or rule is automatically deactivated in OpenText Core Data Discovery & Risk Insights.

  1. On the File Protection > Rules page, click or hover over the row for the desired rule.

    Additional icons display in the right column.

  2. Click the activate (activate icon) or deactivate icon (deactivate icon) associated with the desired rule.

  3. In the confirmation dialog, click Activate or Deactivate to confirm the action.

    The rule is activated or deactivated as appropriate. Deactivated rules no longer display as an available rule when applying Microsoft Purview labeling rules to a workbook in Manage.

Delete a file protection rule

Internal masking file protection rules that have not been applied by a workbook action can be deleted as needed. If the rule has been used for file protection, you can deactivate it but you cannot delete it. Once deleted, the rule no longer displays as an available rule when applying Microsoft Purview labeling rules to a workbook in Manage.

  1. On the File Protection > Rules page, click or hover over the row for the desired system.

    Additional icons display in the right column.

  2. Click the delete icon (delete icon) associated with the desired system.

  3. In the confirmation dialog, click Delete to confirm the action.

    The rule is deleted. The rule no longer displays when applying protection to a workbook in Manage.