Exclude calls and emails from Gong

Who can use this: Tech admin

Available on: Any Gong plan

Set up exclude lists to define which web conference calls and emails Gong does not record or import. These lists help prevent internal, private, or non-business conversations from being imported to Gong.

Exclude lists are evaluated before Gong records calls or imports emails.

Define internal domains

Internal domains identify which domains belong to your company so Gong can recognize employees across calls and emails, even when they use different company domains.

To define internal domains:

1. Go to Admin center > Settings > Data capture > Data protection & privacy.

2. In Internal domains, enter each internal domain on a new line.

3. Click Save.

How internal domains are used

• For emails: When all participants belong to internal domains, Gong does not import the email.

• For web conferences: Gong evaluates the email addresses of meeting participants. Internal domains help Gong determine whether a meeting is internal and should not be recorded.

Configure exclude lists for web conference calls

Exclude rules for web conferences prevent Gong from recording and importing meetings that match defined criteria. These rules are evaluated before a meeting is recorded.

Exclude web conference calls and telephony calls:

1. Go to Admin center > Settings > Data capture > Data protection & privacy.

2. In Meetings and calls to exclude from capture, click Edit and add to the following lists:

Email domains

Enter each domain on a new line or separated by a comma.

Meetings aren’t recorded when:

• A participant has an email domain included in the list.

• A participant has a part of a domain included in the list. For example, if you add acme.com to the list, and a participant’s email address is user@sub.acme.com, the meeting won’t be imported.

• The list is case insensitive.

Email addresses

Add email addresses to the list as follows:

• Enter a full email address to exclude meetings that include that address.

• Enter a suffix without a period to exclude all email addresses with that suffix, for example gov to exclude meetings that include participants with .gov email addresses. This applies to both recorded and non-recorded calls.

• If the participant with the excluded email address is BCCd, the email will be imported.

Words in meeting title

Define the list as follows:

• Add words or phrases on a new line or separated by a comma.

• Use quotation marks (“) to match whole words. For example, adding HR also matches words like three, so meetings with three in the title won’t be recorded. Adding “HR” excludes only meetings with the exact term HR.

Meetings aren’t recorded when:

• A word in the meeting title exactly matches a word in the list. Matching is not case sensitive.

• The word appears in the meeting title.

Note:

Ad hoc recordings bypass exclude rules and are always recorded.

Exclude emails

Scroll to Emails to exclude from import, click Edit and define the following:

Domains

Add domains on a new line or separated by a comma.

Emails aren’t imported when:

• The email domain of at least one participant has a domain or part of a domain that is listed. For example, if you add acme.com to the list, and a participant’s email address is user@sub.acme.com, the email won’t be imported.

• Mark Exclude known non-business related domains to exclude emails with domains in Gong’s built-in domain list, in addition to your custom list. This list has more than 150 domains and is useful if you’re a B2B company that communicates exclusively with work emails.

  Note:

  If this option is checked, any emails from these domains that were already imported will be deleted.

Email prefixes

• Add each prefix on a new line. Emails with these prefixes won’t be imported to Gong.

• Check Exclude known non-business related domains if you don’t want emails with a prefix from Gong’s built-in list of prefixes to be imported to Gong.

Email addresses

Add each email address you don’t want to import emails from to a new line.

Words in email subject

• Add words to exclude emails with these words in the subject from being imported to Gong. Add each word on a new line. Phrases can have one or more words, and will match “as-is” with a phrase found in the subject. This field is not case sensitive.

• Use quotation marks (“) to match whole words (same “HR” example as above).

For example, if you enter please ignore, Gong will not import emails with the following subjects:

• Please ignore

• Confidential - please ignore

• Please ignore this message

However, Gong will import emails with the following subjects:

• Ignore

• Please look into this

• Please do not ignore

How matching works

• Gong scans only the subject line

• Matching is not case sensitive

• Phrases must match exactly as entered

Default email exclusions

Gong excludes certain emails automatically such as:

• Bounced email notifications

• Emails marked as not to import

• Emails sent only between internal domains

• Outlook emails marked as Personal or Private

• Emails from system or spam-related prefixes

How changes to exclude lists are applied

When adding to exclude lists

• Gong immediately stops importing matching emails

• Previously imported emails that match are removed

• Future scheduled meetings are not recorded

• Existing recorded or live meetings are not removed

When removing from exclude rules

• New emails and meetings are evaluated using updated rules

• Existing emails are not reprocessed

• Web conference cache refresh can take up to 1.5 hours

During cache refresh, meetings that should be recorded may be missed. Add the Gong bot manually if needed.