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Adding organization-specific instructions for the AI

An administrator uses the three text fields on the Settings screen to give SmartMail's AI organization-specific instructions: security assessment, classification (category and label) and summary. The instructions are added both to the questions of the fast classifier that performs the initial screening and to the prompt of the language model that performs the detailed assessment. Past emails can be reclassified after approving the estimated cost. What the AI does in an email AI is explained on the page.

  • Administrator (permission to manage mailboxes)

How to add organization-specific instructions for the AI?

The administrator gives organization-specific instructions to SmartMail's AI through three text fields in the Settings screen: security assessment, classification (category and tag) and summary. Who can do this: Administrator (permission to manage mailboxes). The instructions are applied immediately to new incoming emails. The instructions are added both to the questions of the fast classifier that performs the initial screening and to the prompt of the language model that performs the detailed assessment.

Writing instructions

  1. Open Settings from the left menu and go to the AI sections.

  2. In the Additional instruction for AI security check field, enter the rules you want taken into account in security decisions 1. For example: "Company X is our partner" or "Any email reporting a bank account change is suspicious".

  3. In the Additional context for AI content summary field, enter your abbreviations and what you want to see in the summary 2.

  4. In the Additional instruction for AI classification field, enter your category and label rules 3. For example: "Emails from our customs broker are considered Official".

  5. Click Save below each area. The counter shows a maximum of 1,500 characters.

Additional instruction for AI security screening, additional context for content summary and additional instruction for classification fields
  1. 1Security instruction
  2. 2Summary instruction
  3. 3Classification instruction
AI instruction fields, with demo data.
Result The instructions are applied immediately to incoming mails. When the instructions change, AI does not reuse old decisions; a new mail with the same content is evaluated with the new instructions.
TipInstructions cannot override clear signs of phishing, malware and payment fraud. To mark a sender so that they are never quarantined sender rules use.

Reclassifying past emails

  1. In Settings, go to Reclassify all emails and select Scope: last 30 days, 90 days, 1 year or all emails 1.

  2. Click Calculate estimated cost. The screen shows the number of emails to be reclassified, the average per email measured in your organization, and the estimated total cost 2.

  3. If you want old emails found to be risky also moved to quarantine, tick the box 3.

  4. Review the estimate and click I approve the cost, start 4.

Reclassify all emails: scope, email count, measured average per email, estimated total cost and approval
  1. 1Scope
  2. 2Estimated cost
  3. 3Quarantine optional
  4. 4Start with approval
Reclassify all emails, with demo data.
Result Mails are reclassified in the background in sequence: the security decision, category, labels and summary are refreshed with the new instructions. Screening of incoming mails remains the priority. The ongoing process is shown in the same section with the number of mails remaining in the queue; it can be stopped with Cancel remaining.
AttentionReclassification uses up your AI allowance. The prediction is recalculated at the moment you start it; if it has changed significantly in the meantime (for example, new emails have arrived), you are asked to confirm the new prediction. If the quarantine option is not selected, the decision and reason are updated and the email stays where it is.

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