Privacy Settings and Exclusions

[Jake_Caddes]

How does a company exclude the following information from analysis:

1. Certain email domains (eg, @gmail, @yahoo, etc.)
2. Emails from external employees who have an account with the Company's domain
3. The subject of emails
4. Employee activity that took place on a certain date and time (eg exclude activity carried out at night or on weekends)

[#2 · Accepted solution]

1. How does a company exclude certain email domains (eg @gmail, @yahoo, etc)?

It is possible to exclude specific Domains using Privacy settings
Specific email addresses can also be excluded (e.g. CEO, Directors, Legal, Internal Audit etc.)

Supporting documentation: https://docs.microsoft.com/en-us/viva/insights/use/privacy-settings 

[#3 · Accepted solution]

2. How does a company exclude emails from external employees who have an account with the Company's domain?

Any Contractors, Vendors, Casual or Part-time employees that work for the Company can be
included or excluded from analysis in a variety of ways:
• If they are not included in the License allocation (in other words, not given a license to form part of the analysis
group) they will not appear in any reports or outputs
• If they are excluded from the Org Data file (in other words, their email address is not included in the file) they will
not form part of the analysis
• You could create an additional Attribute/Column in your Org Data file that will allow you to filter (include or exclude)
people from reports/analysis based on their Employee Type (e.g. Permanent, Contractor, Part-time, Vendor etc.)

Supporting documentation
• https://docs.microsoft.com/en-us/viva/insights/setup/assign-licenses-to-population
• https://docs.microsoft.com/en-us/viva/insights/setup/prepare-organizational-data

[#4 · Accepted solution]

3. How does a company exclude the subject of emails?

Subject lines of email addresses do not form part of any analysis in the system
• However, you can include or exclude Subject lines from meetings (but this would mean that you
are unable to perform any qualitative analysis on this information)
• You are also able to exclude specific terms from these subject lines (such as “confidential”,
“private”, “acquisition”, “legal” etc.)

Supporting documentation: https://docs.microsoft.com/en-us/viva/insights/use/privacy-settings 

[#5 · Accepted solution]

4. How does a company exclude employee activity that took place on a certain date and time (eg exclude activity carried out at night or on weekends) from analysis?

When setting up the system, the Admin role must select the default Time zone as well as typical Working Days and hours
• Any collaboration or activity that takes place before or after these set hours (or on non-working
days) will be flagged as “after hours” and can be either included in or excluded from reports

Supporting documentation
• https://docs.microsoft.com/en-us/viva/insights/use/analyst-settings