Reviewing Archived Emails

Last updated: July 28, 2026

Overview

What does email archiving and review cover?

Hadrius continuously captures emails from your firm's email system, including Microsoft Exchange, Google Workspace, and other IMAP/POP-based platforms, and archives them under the Communication module. Every message is stored, indexed for full-text search, and run through Hadrius's classification pipeline to surface potential compliance violations for human review.

Refer to the articles below for archiving set up:

Where do I go to review archived emails?

In the Hadrius web app, go to Communications → Emails. From there you can search all archived messages, jump to the Flagged queue for items awaiting review, filter by date range or employee, or open a specific employee's message history.

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How messages get flagged

How does Hadrius decide which emails need review?

Every incoming email passes through a two-stage classification pipeline. A fast pre-AI rule engine checks configurable conditions (keywords, recipients, subject line, attachments, etc.), and an LLM-based classifier then evaluates the remaining messages for topics and potential violations, using firm-specific context (e.g. SubRules) to reduce false positives. Emails that trip either stage are queued for human review; everything else remains fully archived and searchable even if never flagged.

To review the rules set up in Hadrius, select "Rules" in the upper right corner of the Emails tab and click on any rule to see what conditions it evaluates.

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Can we customize what gets flagged?

Yes. Admins with rule-configuration access can create, edit, and version the rules (Hadrius calls these SubRules) that feed the pre-AI stage. For example, flagging emails containing certain terms, involving specific employees or external domains, or with certain attachment types. Rule changes apply going forward and are versioned so you can see what rule was in effect when a given email was flagged.

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What if something concerning wasn't flagged automatically? (Random Sampling)

Use random sampling. From the search results view, admins can pull a random sample of unflagged emails (you choose the sample size either by total count or percentage) and add them to the review queue. This is a standard supervisory procedure for demonstrating that review isn't limited to only what the AI/rules caught.

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Doing the review

What does the review screen show me?

Opening a flagged email shows the full message, the sender and recipients, the subject line, the reason it was flagged (rule matched or AI-identified topic/violation), and a notes field. You can review adjacent messages in the same thread without leaving the screen.

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What actions can I take on a flagged email?

  • Add notes documenting your reasoning: required for most firms' supervisory procedures.

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  • Escalate the email for further review by a senior compliance officer or into a case.

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  • Close the email as non-compliant: This adds to the audit trail with a timestamp.

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  • Close the email as compliant: This adds to the audit trail with a timestamp.

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Is there an audit trail of who reviewed what?

Yes. Every email keeps an audit trail of actions (message imported, AI-reviewed, AI-flagged, firm-viewed, firm-flagged, notes updated, escalated, assigned, and closed), each stamped with the user and timestamp. This is what you'd pull for an exam or internal audit to show review was performed and documented.

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Getting emails into the archive

How do emails get connected for archiving?

Admins set up email archiving through OAuth or credentials under Emails - Settings. Hadrius connects to your firm email system and begins journaling all incoming and outgoing messages to the archive. For firms using Microsoft Exchange or Google Workspace, Hadrius typically connects to your organization's admin account; for other systems, you provide the necessary credentials or API access. Once connected, new emails flow into the archive within minutes.

Notifications and exports

How do we know when something needs review?

Enable the daily compliance summary email under Account Settings - Notifications. It gives a daily count of items pending review across email and instant messages so nothing sits unreviewed.

Can we export archived emails, e.g. for a regulator or investigation?

Yes. From the search or flagged queue, request an export of the matching messages; Hadrius packages the results and, if enabled, emails you when the export is ready to download. Exports preserve the underlying messages and metadata (sender, recipients, timestamp, attachments) for supervisory or regulatory production.

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