System and method for intelligent identification of content data in files and multi-recipients control

A system for intelligent identification of content data in files, the system comprising:

• a processor;
• and
• one or more memories operatively connected to the processor via a communication network, wherein the processor is configured to:
• receive a request from a user to send an electronic mail (email) for external communication outside of an organization's internal network;
• detect whether the email includes a file as an attachment to the email;
• scan, in response to a positive determination, the file for content data;
• tag and highlight the content data for preview check and for receiving user's input of confirmation data when it is determined that the email includes an external recipient;
• generate a hover box indicating location of the content data including location of hidden data, filtered content data, and formulas within the file;
• highlight risk for each of file name, the hidden data, the filtered content data, and formulas within the file by designating “Yes” and “No” binary indicator by design with colored front;
• determine whether the email is addressed to multiple external recipients in “to” and “cc” line of the email;
• prompt a message box for receiving user's input for selecting a cancel icon, or a revert icon, or a continue icon, wherein the cancel icon is configured to receive a user's input to modify the multiple external recipients manually;
• wherein the revert icon is configured to receive a user's input to confirm that the multiple external recipients are part of a same client and legal entity and that all the multiple external recipients' email addresses to be visible;
• and wherein the continue icon is configured to receive user's input to continue with a “bcc” version of the email;
• receive the user's input of confirmation data whether the external recipient is a recipient who is authorized to obtain the file including the content data;
• and
• transmit the email to the external recipient in response to receiving a positive user's input of confirmation data.

A non-transitory computer readable medium configured to store instructions for intelligent identification of content data in files, wherein when executed, the instructions cause a processor to:

• receive a request from a user to send an electronic mail (email) for external communication outside of an organization's internal network;
• detect whether the email includes a file as an attachment to the email;
• scan, in response to a positive determination, the file for the content data;
• tag and highlight the content data for preview check and for receiving user's input of confirmation data when it is determined that the email includes an external recipient;
• generate a hover box indicating location of the content data including location of hidden data, filtered content data, and formulas within the file;
• highlight risk for each of file name, the hidden data, the filtered content data, and formulas within the file by designating “Yes” and “No” binary indicator by design with colored front;
• determine whether the email is addressed to multiple external recipients in “to” and “cc” line of the email;
• prompt a message box for receiving user's input for selecting a cancel icon, or a revert icon, or a continue icon, wherein the cancel icon is configured to receive a user's input to modify the multiple external recipients manually;
• wherein the revert icon is configured to receive a user's input to confirm that the multiple external recipients are part of a same client and legal entity and that all the multiple external recipients' email addresses to be visible;
• and wherein the continue icon is configured to receive user's input to continue with a “bcc” version of the email;
• receive the user's input of confirmation data whether the external recipient is a recipient who is authorized to obtain the file including the content data;
• and
• transmit the email to the external recipient in response to receiving a positive user's input of confirmation data.