Governance

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

Availability today: Browser Extension only. Outlook and Teams are not covered.

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 rule set.
3. View captured prompts on the GenAI Prompts dashboard.

The AI Tools rule set is maintained automatically — it aggregates AI tool domains from multiple curated sources. You do not need to build it manually.

Alternatively, create or edit a policy manually, open the Governance tab, enable Input Recording, and attach it to the AI Tools rule set (or any other set of your choice).

Input Recording

When enabled on a policy, the browser extension captures what users type into form fields on matching pages. 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 sites. Entries 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" rule set.

Note

Download Guard (Security module) is independent. Security alerts for blocked/warned downloads fire regardless of this setting. Only the informational audit log entry 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.

GenAI Prompts dashboard

Governance → GenAI Prompts shows:

• Configuration banner with an auto-enable button when input recording isn't set up yet.
• KPI cards — Total Prompts, Unique Users, AI Sites Used, Top AI Site.
• Timeline chart — prompts over time, stacked by AI site.
• Top Users / Top AI Sites — side-by-side charts.
• Activity table — time, AI site, user, prompt text, PII status, field type, device.

The PII column shows one of three states per record:

• Yes (red) — the classifier detected personally identifiable information in the prompt.
• No (green) — the classifier reviewed the prompt and found no PII.
• Processing (grey) — the classifier hasn't yet reviewed this record (runs asynchronously every few minutes).

PII classification

Recorded prompts are reviewed asynchronously and classified for PII content (names, email addresses, national IDs, payment data, medical information, and similar categories). The result is shown in the PII column and stored alongside the record for later filtering and reporting.

• Runs asynchronously — records appear as Processing and update once classified.
• One classification per record — records are not re-classified when the model or rules change.
• Empty inputs are auto-marked as No without going to the classifier.
• Classification quality depends on the configured LLM backend.

PII alerts

When the classifier flags a recorded prompt as containing PII, a PII Detected in Input alert is raised at medium severity. Each alert carries the user, the site, the matched PII categories, and the original prompt text so the analyst can see exactly what was about to be sent.

This is independent of the activity table — the table is a passive log, the alerts are an active surface admins triage on the regular Alerts page.

To reduce noise from known-safe sources (a security scanner account, a test fixture, a user whose prompts may legitimately contain personal data), use Alert Exceptions to silence or downgrade specific patterns.

Data Flows dashboard

Governance → Data Flows shows:

• Configuration banner with an auto-enable button when file-transfer recording isn't set up yet.
• KPI cards — Total Downloads, Total Uploads, Unique Users, Top Site.
• Timeline chart — file transfers over time, stacked 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: the prompt text, the type of field it was typed into (single-line input, multi-line text area, or rich-text editor), and the field name if one was set on the page.

Each recorded file transfer includes: file name, file size, file extension, direction (upload or download), and the page URL where the transfer happened.

Privacy considerations

• Input recording captures the full text users type into monitored pages.
• File transfer recording logs metadata about files (not file contents).
• Make sure your organization's privacy policy and employee agreements cover this type of monitoring.
• Use Privacy & Investigations to handle GDPR data-subject requests via a Four-Eyes workflow.
• Recorded inputs are automatically anonymized after the configured retention period.