![Viva Engage: Enhanced keyword monitoring email notifications [MC958892]](https://mwpro.co.uk/wp-content/uploads/2024/08/pexels-pixabay-163036-1024x683.webp)
Message ID: MC958892
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.
[How this will affect your organization:]
If your organization has configured keywords to be monitored in Viva Engage, ensure the alert recipient email address is updated to a compatible Entra ID-backed email address within the tenant. We are no longer supporting consumer email addresses to be added as alert recipients.
[What you need to do to prepare:]
Ensure the keyword email alert recipients are updated to be compatible with our security standards, which are Entra ID-backed email addresses within your tenant.
Update any email rules or filters to support the new subject line format. If you process keyword email alerts with Power Automate or custom code, you may also need to make modifications to your solution.
If you use keyword monitoring to identify private messages matching specific keywords, work with your Purview administrator to implement an alternative process using eDiscovery.
Source: Microsoft
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The recent update to Viva Engage’s keyword monitoring email notifications is set to bring a wave of changes that will impact both admins and users significantly. As we dive into the details, we can expect a blend of enhanced security and improved contextual awareness that will make monitoring more effective—and, dare I say, a bit more enjoyable!
For admins, the shift to Entra ID-backed email addresses means that it’s time to say goodbye to consumer email addresses like Gmail. While this might seem like a hassle, it’s a move towards bolstering security within your organization. Plus, the new email subjects will provide more context about the keywords and conversations, which will help admins prioritize their responses more efficiently. Just think of it as upgrading from a flip phone to the latest smartphone—more features, better performance, and a lot less confusion!
On the user side, the update means that private messages will remain confidential and won’t be part of the keyword alert system. This is a great reassurance for users who value their privacy. Instead, users can expect to see keyword alerts that come with inline views of conversations in public communities, making it easier to stay in the loop without having to dig through endless threads. It’s all about keeping the conversation flowing while respecting individual privacy.
Overall, the impact of these changes is likely to be quite significant. The enhanced security measures will not only protect sensitive information but also foster a more trustworthy environment. As we look forward to the rollout in mid-December 2024, it’s a good time to ensure that your keyword alert recipient email addresses are updated and that any necessary adjustments to email rules or filters are made.
What do you think about these changes? Will they make your monitoring experience better or are there concerns you foresee? I encourage everyone to share their thoughts and experiences in the comments below! For more insights on this topic, check out additional posts at mwpro.co.uk. Let’s keep the conversation going!