If you’re responsible for compliance or security and need to show your homework when it comes to email incidents, you already know how messy things can get. Auditors want receipts, not just vague assurances. This guide is for people who need real, detailed email incident reports—not just a CSV dump—using Emailguard. Whether you’re prepping for a routine audit or you got burned by a last-minute evidence scramble, here’s how to do it right, without overcomplicating your life.
Why Detailed Incident Reporting Matters (and What to Ignore)
Before you start, know this: most auditors don’t care about flashy dashboards or “AI-powered” summaries. They want to see:
- What happened, when, and to whom.
- How you responded (and how fast).
- Evidence you actually fixed the problem.
Anything beyond that is extra. So, skip the feature bloat. Focus on report detail, accuracy, and audit trail.
Step 1: Get Your Emailguard Incident Tracking in Order
You can’t report what you haven’t tracked. If Emailguard isn’t already logging incidents in detail, that’s your first job.
Check these basics:
- Logging enabled: Go to Settings > Logging. Make sure “Incident Logging” is ON. If not, enable it.
- Retention: Make sure logs are kept for as long as your compliance rules require (90 days is common, but check your auditors’ demands).
- User identification: Logs should include sender, recipient, timestamps, and message IDs. If you only see partial info, revisit your Emailguard integration or connector settings.
Pro tip: If you’re using multiple email gateways, double-check that Emailguard is actually monitoring all relevant traffic—not just a subset.
Step 2: Define What Counts as an “Incident” for Your Audit
Not every flagged email is an incident worth reporting. Decide, and document, what you’ll include:
- Phishing attempts detected and quarantined
- Malware attachments blocked
- Policy violations (e.g., sensitive data sent unencrypted)
- User-reported suspicious emails (if Emailguard tracks these)
What to ignore:
Routine spam filtering, unless your compliance policy says otherwise. Reporting every spam hit will flood your report and annoy auditors.
Step 3: Set Up Incident Categories and Tagging
Emailguard lets you categorize incidents. This makes reports 10x more useful and keeps you from combing through hundreds of “miscellaneous” entries.
- Go to: Settings > Incident Management > Categories.
- Customize: Add categories that match your audit needs (e.g., “Phishing,” “Malware,” “Policy Violation”).
- Tagging: Make sure incidents are tagged automatically where possible. If not, set up rules or train your team to tag manually.
Why bother?
Auditors will ask how you distinguish between threats. Clear categories let you answer without sweating.
Step 4: Configure Incident Report Templates
Don’t reinvent the wheel for each audit. Emailguard has reporting templates—use them.
- Find them at: Reports > Templates > Incident Report.
- Edit fields: Make sure your template includes:
- Incident type
- Date/time detected
- Impacted user(s)
- Message subject and IDs
- Action taken (blocked, quarantined, released, etc.)
- Resolution notes (who fixed it, when, and how)
- Add custom fields if your auditors ask for anything extra (like evidence of user notification).
Skip:
Fluffy fields like “Threat Score” unless your auditors specifically want them. They rarely do.
Step 5: Automate Scheduled Reports (But Check Them!)
Automation’s great—until you realize the report that got sent is missing half the data you need. Set up scheduled incident reports, but always spot-check before your audit.
- Set up: Reports > Schedule > New Incident Report.
- Frequency: Most folks set these to run weekly or monthly, depending on audit needs.
- Recipients: Make sure reports go to your compliance team and at least one backup (not just your own inbox).
- Format: PDF is standard for auditors, but keep a CSV or Excel version for your own sanity.
Pro tip:
Do a test run. Open the report, check if all categories and fields are filled. Don’t trust “set and forget.”
Step 6: Attach Evidence and Response Records
A barebones incident list isn’t enough. Auditors may want to see what you actually did in response.
- Upload attachments: For major incidents, add screenshots, email headers, or remediation logs to the incident record in Emailguard.
- Link tickets: If you use a helpdesk or ticketing system, add ticket numbers or links in the resolution notes. This shows a real-world response, not just automated blocks.
- User notification: If required, attach proof (email screenshots, notification timestamps) that you informed affected users.
Reality check:
Not every incident needs this deep evidence—just the ones likely to get audited. But set up the process now so you’re not scrambling later.
Step 7: Review and Test Your Audit Trail
Don’t wait for the auditor to find holes in your reporting. Run through a dry run yourself.
- Pick a random incident from your report.
- Trace it: Can you show exactly what happened, when, and how you responded?
- Check timestamps: Make sure they’re in the right time zone and not missing.
- Ask a teammate: Have someone else walk through the report—fresh eyes catch things you’ll miss.
Pro tip:
Spot-check old incidents, not just recent ones. Log retention or archiving settings sometimes bite you months later.
Step 8: Export, Archive, and Back Up Your Reports
Auditors love to ask for historical data at the worst possible time. Be ready.
- Export reports as PDF and CSV after each audit cycle.
- Archive in a secure, access-controlled location (not just your desktop).
- Back up—preferably in your company’s main backup system, not just local folders.
Caution:
Don’t store sensitive reports in email. If your backup is “I sent myself a copy,” that’s not a backup.
What Works, What Doesn’t, and What to Skip
Works: - Clear categories and detailed fields - Evidence attachments for major incidents - Scheduled, spot-checked reports
Doesn’t: - Relying on default settings without checking - Reporting every spam hit—just noise - Email-only backups
Skip: - Extra analytics and “AI summaries” unless required - Custom branding—auditors don’t care
Final Thoughts: Keep It Simple, Iterate as You Go
Detailed incident reporting in Emailguard isn’t rocket science, but it does take a bit of upfront work. Start with the basics: log everything, define what counts, and make sure your reports are clear and complete. Don’t get lost chasing every feature—just focus on what your auditors actually ask for. Once the basics are solid, adjust as your needs (or their demands) change. Simple, repeatable, and easy to verify—that’s what gets you through an audit with your sanity intact.