On-send compliance policy
One card sets the rules for the compliance check your team's email add-ins run. It is titled On-send compliance policy and subtitled Controls the pre-send check the Outlook and Gmail add-ins run before a message leaves your organization. Applies to every member.
A badge in its header tells you where you stand: Judicio defaults if you have never saved a policy, Custom policy once you have.
- Who: organisation administrators.
- Where: the web app, Settings, the Organization tab, in the Add-ins section under the three install cards.
- Cost: the check is free. It never draws on your credit balance.
- Safety: it fails open. A check that cannot finish never stops your team's mail.
Opening the card
In the Judicio web app, open Settings, then the Organization tab, and scroll to the Add-ins section. The compliance card sits below the three add-in status cards.
The section is visible to organisation administrators. Saving takes effect for the whole organisation as each member's add-in picks it up; there is nothing to redeploy.
Enforcement mode
The first control, and the one that decides how firm everything else is. It is a dropdown with three options.
| Option | What it does |
|---|---|
| Off: never block or warn | No send-time check runs |
| Warn: flag issues, allow send | Flagged messages show a prompt listing the issues. The sender can fix or continue |
| Block: prevent sends with issues | A firmer prompt, and a record |
The mode also caps how severe a finding can become. On Warn, a finding that would otherwise block is downgraded to a warning. On Off, everything is allowed regardless of what the rules find.
Judicio's default, before you save anything, is Warn.
An Outlook add-in cannot hard-stop a send. Block produces a firmer dialog and an audit trail, but a sender who insists can still get the message out. Treat it as warning strongly rather than as a gate.
Jurisdictions
A multi-select listing three regimes: India (IN), European Union (EU) and United States (US). It is placeholdered All jurisdictions.
Each regime adds its own personal-data patterns on top of a common set. Its caption is the rule to remember: Scopes the PII rules the engine applies. Leave empty to apply every jurisdiction's rules. Selecting nothing is the widest setting, not the narrowest.
Default matter
A searchable dropdown of your active matters, placeholdered No default matter, with Search matters... inside it. Its caption explains what it is for: The matter the Word and Outlook add-ins pre-select when filing documents and emails. Leave unset to let members choose each time.
Once a matter is set, a Clear default matter link appears below the dropdown.
This is the only setting on the card that is not about compliance. It saves your team a lookup every time they file an email.
Allowed recipient domains
A list editor, placeholdered example.com. Its hint states the rule: Recipients outside these domains are flagged as external. Leave empty to allow any domain.
An empty list means no recipient is ever flagged for being external. Fill it in when your organisation works with a known set of counterparty domains and wants anything outside that set surfaced before it goes.
Privilege keywords and required markings
Two list editors that work as a pair.
Privilege keywords holds phrases that mark a message as privileged, hinted Phrases that mark a message as privileged (e.g. "privileged & confidential"), with privileged & confidential as its placeholder.
Required markings holds wording that must appear on outbound mail, hinted Markings that must appear on outbound mail (e.g. a confidentiality footer), with CONFIDENTIAL as its placeholder.
The check runs them together. A message containing one of your privilege keywords but none of your required markings is flagged as missing its marking. A message containing both passes. A message containing neither is not examined on this rule at all, so both lists have to be filled in for the pair to do anything.
LLM audit
A toggle, on by default, captioned Run an additional model-based review for nuanced privilege and PII issues the deterministic rules miss.
It matters where this runs. The rules above are deterministic and run inside the send path, which is why they are fast enough to sit in front of a Send button. The audit is a second, model-based pass that runs beside the send rather than in front of it. It can surface findings the pattern rules missed, but it never changes the verdict the sender already saw and never adds delay to the send.
Saving
Two buttons sit at the foot of the card.
| Button | When it appears | What it does |
|---|---|---|
| Save policy | While your organisation is on Judicio defaults | Writes your first custom policy |
| Update | Once a custom policy exists | Saves your changes |
| Reset to defaults | Only once a custom policy exists | Opens a confirmation |
Saving confirms with On-send compliance policy saved.
Reset to defaults opens a dialog titled Reset to Judicio defaults?, which explains: Your custom on-send rules will be removed and the add-ins will fall back to Judicio's default compliance policy. You can re-create a custom policy later. Cancel backs out; Reset goes ahead and confirms with Reverted to Judicio default policy.
What the check actually looks at
The deterministic pass examines the subject line, the message body, the recipient list and attachment metadata. It never reads attachment contents.
| Finding | Raised when |
|---|---|
| Personal or sensitive data | The subject or body matches a personal-data pattern for one of your selected jurisdictions |
| Missing marking | The message uses one of your privilege keywords but carries none of your required markings |
| External recipient | A recipient sits outside your allowed recipient domains |
Findings are collected into a single verdict. No findings gives allow. Findings give warn, or block where the mode permits it. Every finding carries a message the sender sees in the prompt.
One check deliberately does not run inside the send path. Judicio does not cross-check recipients against a matter's participant list at send time, because that needs a lookup the send path cannot afford. That kind of finding belongs to the audit pass instead.
Good to know
- Fail-open by design. If the check cannot finish inside its time budget, or the service is unreachable, the message sends normally. Your team's mail never gets stuck. The trade-off is that an unscanned send is possible in that moment, and the sender is told the check failed open.
- Coverage differs by client. Outlook on desktop and the web runs the check automatically at send time. Outlook mobile does not. Gmail's equivalent is on demand, run by the sender from the compose card, and it examines the draft instructions rather than the finished message.
- Deployment matters. The automatic check arms only where the Outlook add-in has been deployed centrally by your Microsoft 365 administrator and the matching mailbox policy is in place. It does not arm for an individual who installs the add-in themselves.
- Judicio can pause it. Judicio's operations team can pause the check across the platform during an incident. Because the check fails open, pausing never blocks mail; it stops scanning.
Your team can see where they stand at any time. The Compliance panel in the Outlook add-in states whether the check is enabled for your organisation, and Preview scan runs the same rules against an open message without sending anything.
Next steps
- Outlook add-in - what your team sees when a send is flagged.
- Gmail add-on - the on-demand equivalent.
- Organisation settings - the rest of the Organization tab.