Policy per tool: notices and masking
The Policy tab of a tool: what the employee sees on opening, the alternative, and per masking feature whether this tool follows the organisation.
Policy has two levels. Under Policy in the menu you set what applies to the whole organisation: the notices per decision, masking on paste, attach and send plus keep context, and the detection profiles. The Policy tab on a tool page in the AI register shows what that means for this one tool, and is where you deviate per tool.
Decision and what the employee sees
The top of the tab shows the decision about the tool and what the employee sees on opening it. That follows from the decision and from Policy > Notices:
| Decision | On opening |
|---|---|
| Allowed | No notice; the tool is allowed. |
| Limited use | Notice with your condition. |
| Not allowed | Notice that the tool is not allowed, with the alternative if one is set. |
| Under review | A calm note that the tool is still being assessed, if that note is switched on; it is off by default. |
If the notice for this decision is off under Policy > Notices, the tab reads "No notice: the notice for this status is off", with the button Manage notices. Whether an employee can continue at a tool that is not allowed is also chosen there, by the organisation; this page only shows the result.
The alternative
The Alternative is the tool the notice points employees to when they open this tool. Pick an alternative lets you choose an allowed tool, including one of your own tools from the catalog; Change and Remove adjust it. Without one, the tab reads "No alternative set" and the notice only lists what else is allowed. A change of alternative goes into the history as "Preferred alternative".
Masking in this tool
The second block covers what the extension does in this tool. Each feature follows the organisation unless you deviate here. Per feature you see the state:
| Feature | Follows organisation | Or deviates |
|---|---|---|
| Mask when pasting | "Follows organisation (Available)" | Off, Available, On by default or Always on, for this tool only |
| Mask when attaching | same | same |
| Mask when sending | same | same |
| Keep context | same | same |
Deviating is possible for ChatGPT, Claude and Gemini. A deviation goes into the tool's history, with the feature as the field ("Mask when pasting", "Keep context") and the change from "Follows organisation" to the chosen state. On the organisation page Policy > Masking each feature shows "Deviates for:" with the tools, or "Applies to every tool; no tool deviates."
For a tool BeeSensible does not help in, the block reads "BeeSensible does not mask in this tool." There is nothing to set: the extension only marks and masks in the apps it works in.
Open the tool's Policy tab
Go to the tool page in the register and choose Policy.
Choose a state of its own per feature
For example, set Mask when sending to Always on for this tool while the organisation is on Available. The four states mean the same as on the organisation page: Off is not shown, Available is a switch the employee turns on, On by default is on and can be turned off, Always on is locked with "Set by your organisation".
Undo a deviation
Choose Follows organisation again. That goes into the history too.
The detection profile that applies
The tool page shows which detection profile applies to this tool: "Applies to ChatGPT, as set under Detection profiles", or "Default: {name}" when there is no assignment of its own. Below it is what the profile recognises, for example "Recognises 41 data types: 12 critical, 29 standard", and how many custom-term categories count. The colour shows how sensitive a data type is. The profile itself is not edited here but under Policy > Detection profiles, through Manage detection profiles.
For a tool BeeSensible does not help in, it reads "BeeSensible does not help in this tool, so no detection profile applies."
I deviated for a tool, but employees do not see the feature
Check the audience under Policy > Masking first: with Keep context on Admins only, an employee sees it in no tool at all. Then check whether the employee flipped the switch in the extension; with Available and On by default that is the employee's own choice.
