Manage Viva Engage data compliance
As a Viva Engage admin, you can keep your users' Viva Engage posts appropriate and meet security and compliance requirements. You can set up alerts for content that matches keywords, set data retention policies, and if needed, view private content. You can also export data from Viva Engage.
Monitor keywords
Flag sensitive content by monitoring specify keywords such as banned words or employees' personal information. You can monitor all messages in internal and external networks, including messages to and from external participants.
Assign a verified admin to monitor, edit, and delete flagged posts
In the Viva Engage admin center, go to Content and security > Monitor Keywords, and enter the person's email address in Email Address.
When a post matches a keyword, the person listed in Email Address receives an email. They can select a link in the email to review, edit, or delete the flagged post.
Specify keywords and phrases to monitor
In the Viva Engage admin center, go to Content and Security > Monitor Keywords.
Enter the words and phrases you want to monitor, each on its own line.
Use regular expressions to match patterns.
Here are some examples of regular expressions commonly used for monitoring.
| Purpose | Pattern | Matches |
|---|---|---|
| Word boundary | \bword\b | \btheme\b matches "theme" but not "themes" or "them" |
| Credit cards | \b(?:\d[ ‐]*?){13,16}\b | 1234 5678 90123 1234 5678 9012 3456 1234‐5678‐9012‐3456 |
| Social Security numbers | \b\d{3}[ -]\d{2}[ -]\d{4}\b | 123 45 6789 123‐45‐6789 |
| Monitor group create | has created | Matthew has created the Easter Region Sales group. |
Data retention
You can remove deleted data from the user's view, while preserving it for data export for the life of the tenant.
- In the Viva Engage admin center, go to Content and Security > Data Retention.
- Select Archive and save your changes.
This setting applies to your entire network.
To permanently remove already deleted data, use the workflow for general data protection regulation (GDPR) or the hard-delete API. Files uploaded through Engage and hosted in other Microsoft 365 resources (for example, SharePoint) are subject to the deletion policies of the hosting resource.
To permanently delete retained data in Viva Engage storage, export the data to identify the data you need to delete permanently. Write a custom PowerShell script to loop through the candidates for deletion using the REST API.
To permanently delete retained Viva Engage files saved in SharePoint, you must use data retention settings in Microsoft 365.
Content mode
If you have a legal reason to view private messages, as a verified Engage admin you can select to see them. For more information, see Monitor private content in Viva Engage.