Governance Module

The Governance module provides oversight of GenAI tool usage and data flow governance through input recording and file transfer recording. It requires an active subscription.

Availability

• Browser Extension: Supported
• Outlook Add-in: Not supported
• Microsoft Teams: Not supported

Getting Started

1. Subscribe to the Governance module in Tenant Settings
2. Navigate to Governance > GenAI Prompts and click Enable Now to auto-create a policy linked to the managed AI Tools hostlist
3. View captured prompts on the GenAI Prompts dashboard

The AI Tools hostlist is automatically maintained by the hostlist sync worker - it aggregates AI tool domains from multiple curated sources. You do not need to create it manually.

Alternatively, create or edit a policy manually, open the Governance tab, enable Input Recording, and link it to the AI Tools hostlist.

Features

Input Recording

When enabled on a policy, the browser extension captures what users type into form fields on matching hostnames. Captured inputs appear on the GenAI Prompts dashboard.

• Triggers on form submit and Enter key press (captures complete prompts, not individual keystrokes)
• Excludes password fields
• Deduplicates identical input per field per page load
• Skips trivial content (fewer than 2 characters)

File Transfer Recording

When enabled on a policy, the browser extension logs file uploads and downloads on matching websites. Captured transfers appear on the Data Flows dashboard.

• Enable via the File Transfer Recording toggle on the policy's Governance tab
• Logs file name, size, extension, direction (upload/download), and source URL
• Navigate to Governance > Data Flows to view activity
• Use the Enable Now button on the Data Flows dashboard for quick setup with the "All Websites" hostlist

Note: Download Guard blocking and warning (Security module) remains independent - security alerts (security_download_blocked, security_download_warned) always fire regardless of this setting. Only the audit log (file_download/file_upload) is conditional on file transfer recording.

Policy Governance Tab

Each policy has a Governance tab (visible when the module is subscribed) containing:

• Input Recording toggle - enable or disable input recording for this policy
• File Transfer Recording toggle - enable or disable file upload/download logging for this policy

Enabling any toggle requires an active Governance subscription; the API returns HTTP 403 otherwise.

GenAI Prompts Dashboard

The dashboard page (Governance > GenAI Prompts) provides:

• Configuration banner - shows whether input recording is active, with an auto-enable button
• KPI cards - Total Prompts, Unique Users, AI Sites Used, Top AI Site
• Prompts over time - stacked bar chart by AI site
• Top Users / Top AI Sites - side-by-side bar charts
• Activity table - time, AI site, user, prompt text, field type, device

Data Flows Dashboard

The dashboard page (Governance > Data Flows) provides:

• Configuration banner - shows whether file transfer recording is active, with an auto-enable button
• KPI cards - Total Downloads, Total Uploads, Unique Users, Top Site
• File transfers over time - stacked bar chart by direction (upload/download)
• Top Sites / Top File Extensions - side-by-side doughnut charts
• Activity table - time, direction, site, file name, extension, user, device

Recorded Fields

Each recorded prompt includes:

Field	Description
Prompt text	The recorded input text
Field type	HTML element type: input, textarea, or contenteditable
Field name	The name or id attribute of the HTML field

Each recorded file transfer includes:

Field	Description
File name	Name of the uploaded or downloaded file
File size	Size in bytes
File extension	File extension (e.g., pdf, xlsx)
Direction	upload or download
Source URL	The page URL where the transfer occurred

Subscription Enforcement

Features stop automatically when the Governance subscription lapses:

Layer	How it stops
check_site API	Returns input_recording: false, dataflow_recording: false if module not subscribed
Policy CRUD API	Rejects enabling governance toggles with HTTP 403
Portal UI	Governance tab disabled; dashboards show module-not-enabled message

Setting values are preserved in the database after unsubscribe. If the tenant re-subscribes, policies resume without reconfiguration.

Privacy Considerations

• Input recording captures the full text that users type into monitored pages
• File transfer recording logs metadata about uploaded and downloaded files (not file contents)
• Ensure that your organization's privacy policy and employee agreements cover this type of monitoring
• Use the Privacy & Data Deletion feature to handle GDPR data subject requests
• The PII purge worker automatically anonymizes recorded inputs based on your configured retention period