check before: 2024-12-15
Product:
eDiscovery, Entra, Microsoft Viva, Microsoft Viva Engage, Power Automate, Purview Communication Compliance
Platform:
Android, iOS, Online, Web, World tenant
Status:
Launched
Change type:
Feature update, Admin impact
Links:
Details:
Summary:
Viva Engage is updating email notifications for keyword monitoring with enhanced user experience and security upgrades, including supporting only Entra ID-backed emails, excluding private messages from keyword alerts, and providing more context in email subjects and bodies. Rollout begins mid-December 2024. Ensure alert recipient emails and processing rules are updated accordingly.
Details:
We are releasing an enhanced user experience in Viva Engage for email notifications that admins receive while monitoring network keywords. This enhanced experience addresses security upgrades and offers additional context about the monitored keywords and the associated conversations.
The enhancements and upgrades are summarized below.
Only Entra ID-backed email addresses within your tenant will be supported as email recipients. Consumer email addresses (e.g. Google Gmail) will no longer be supported. Unsupported email addresses will receive a prompt to change to a compatible email address.
Private messages between individuals will no longer be detected by the keyword alert system. These messages are confidential and must be discovered through appropriate compliance solutions (e.g. Microsoft e-discovery) when necessary.
Email subjects will provide more context on the detected keyword and the associated community or storyline conversation.
Email bodies will include the detected keyword and an inline view of the conversation for public communities. For private community conversations, a link to the detected conversation/message will be provided. Recipients must have access to the community to view the conversation.
This message is associated with Microsoft 365 Roadmap ID 470303.
[When this will happen:]
General Availability (Worldwide): We will begin rolling out mid-December 2024 and expect to complete by late January 2025.
Change Category:
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Scope:
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Release Phase:
General Availability
Created:
2024-12-17
updated:
2025-01-15
Task Type
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Docu to Check
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MS How does it affect me
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MS Preperations
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summary for non-techies**
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Direct effects for Operations**
Email Notification Changes
Only Entra ID-backed email addresses will be supported, leading to potential disruptions for users with consumer email addresses who will need to change their email.
- roles: Admins, Compliance Officers
- references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=470303
Private Message Monitoring
Private messages will no longer be included in keyword alerts, which may hinder compliance monitoring and increase reliance on eDiscovery solutions.
- roles: Compliance Officers, IT Administrators
- references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=470303
Email Processing Rules
Existing email rules or filters may not function correctly with the new subject line format, potentially causing missed alerts or mismanagement of notifications.
- roles: Admins, IT Support
- references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=470303
Configutation Options**
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Opportunities**
Enhanced Compliance Monitoring
The transition to Entra ID-backed email addresses enhances compliance and security, ensuring that only authorized personnel receive sensitive keyword monitoring alerts. This reduces the risk of data leaks and improves the integrity of compliance processes.
- next-steps: Review current email alert recipients and update them to Entra ID-backed addresses. Conduct training sessions for compliance teams on the importance of this change and how to manage alerts effectively.
- roles: Compliance Officers, IT Administrators, Security Officers
- references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=470303
Improved User Experience for Admins
The new email notification format provides admins with more context about the detected keywords and associated conversations, enabling quicker decision-making and response to potential issues. This reduces the time spent deciphering alerts and enhances overall productivity.
- next-steps: Gather feedback from admins on the new notification format to identify any further enhancements. Consider integrating this feedback into training materials to help admins utilize the new features effectively.
- roles: IT Administrators, Community Managers, Compliance Officers
- references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=470303
Streamlined IT Operations
The exclusion of private messages from keyword alerts reduces the volume of alerts, allowing IT teams to focus on more relevant compliance issues. This change can lead to more efficient use of resources and a clearer compliance landscape.
- next-steps: Analyze the current volume of alerts and categorize them to identify the impact of this change. Adjust monitoring strategies accordingly to optimize compliance efforts and resource allocation.
- roles: IT Administrators, Compliance Officers, Operations Managers
- references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=470303
Potentional Risks**
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Data Protection**
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IT Security**
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Hypothetical Work Council Statement**
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DPIA Draft**
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explanation for non-techies**
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** AI generated content. This information must be reviewed before use.
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