Policy per tool: notices and masking
The Policy tab on a tool page: what employees see when they open the tool, the alternative and for each masking feature whether this tool follows the organisation's setting.
Policy works at two levels. Under Policy in the menu you set what applies to the whole organisation: notices, masking and detection profiles. The Policy tab on a tool page in the AI register shows what those settings mean for one tool. On that tab you can also override the organisation's setting for that tool.
What employees see
What employees see when they open the tool depends on the decision about the tool and on the settings under Policy > Notices:
| Decision | On opening |
|---|---|
| Allowed | No notice. |
| Limited use | A notice with your condition. |
| Not allowed | A notice that the tool is not allowed, with the alternative if you set one. |
| Under review | A low-key notice that the tool is still being assessed. This notice is off by default. |
If the notice for the decision is off, this tab shows "No notice: the notice for this status is off", with the Manage notices button. Whether employees can continue to a disallowed tool after the notice is also set under Policy > Notices. This tab only shows what has been set there.
The Alternative is the tool the notice points to. Choose Pick an alternative and select an allowed tool; this can also be one of your own tools from the catalogue. If you have not set an alternative, the tab reads "No alternative set" and the notice only lists which other tools are allowed. In the tool's history, a change of alternative appears as "Preferred alternative".
Masking in this tool
The Masking card shows, for each feature, what the extension does in this tool. The features are Mask on paste, Mask on attach, Mask on send and Keep context. Unless you override it, each feature follows the organisation's setting, for example "Follows organisation (Available)". You can override for ChatGPT, Claude and Gemini.
Open the tool's Policy tab
Go to the tool page in the register and choose the Policy tab.
Choose a separate state for each feature
You could, for example, set Mask on send to Always on for this tool while the organisation is set to Available. The states work in the same way as on the organisation page. With Off, employees do not see the feature. With Available, employees turn the switch on themselves, and with On by default they can turn it off. With Always on, the switch is locked and shows "Set by your organisation".
Undo an override
If you want the feature to follow the organisation's setting again, choose Follows organisation once more.
Every override, and every return to the organisation's setting, goes into the tool's history. On the Policy > Masking page, each feature shows "Deviates for:" with the tools that have an override, or "Applies to every tool; no tool deviates."
The organisation decides under Policy > Masking who Keep context is available to (Admins only or Everyone). An override per tool does not change this: anyone outside that group does not get the feature in this tool either.
For a tool BeeSensible does not help in, the card reads "BeeSensible does not mask in this tool." and there is nothing to set on it.
The detection profile
The tab also shows which detection profile applies to the tool. If the tool is assigned to a profile, it says for example "Applies to ChatGPT, as set under Detection profiles"; without its own assignment it says "Default: {name}". Below that you see what the profile recognises, for example "Recognises 41 data types: 12 critical, 29 standard", and how many custom-term categories are included. You change the profile itself under Policy > Detection profiles, which Manage detection profiles takes you to. For a tool BeeSensible does not help in, no detection profile applies.
I set an override, but employees do not see the feature
First check under Policy > Masking who the feature is for. If Keep context is set to Admins only, employees without an admin role do not see the feature in any tool. Then check whether the employee has turned the switch on in the extension, because with Available and On by default that is their own choice.
