Constructing a Keyword List

Spector Pro allows you to create a customized list of keywords and enables you to control how Spector Pro responds to their detection.

It is important that you construct effective, meaningful lists to accomplish your purpose.

Defining key words takes practice. If you are not specific enough, you will get a flood of alert email; if  you are too specific, you will not receive an alert when you expect one.

• Avoid smaller common words. Example.

  "Job" will be found in too many cases. "Headhunter," "New Job," or "Job Hunt" will have better results.

• When an inappropriate web site comes to your attention, use the domain name or URL itself as a keyword. The user is likely to go back to a site he or she has already visited. Example.

  "www.monster.com" will be matched whenever a user goes to or types the URL for the web site.

• Take advance of the default setting by selecting Match whole word only. This matches the keyword standing by itself and not the keyword as part of another word or as a partial word. Example.

  If the keyword is ”r;sex” and the Match whole word only option IS selected, Spector Pro does not detect a match for the word "Essex,” even though it contains the spelling for the word ”r;sex.”

SpectorSoft has created four keyword lists to help get you started. They are merely examples and not intended as complete lists; they may, however, provide ideas for creating your own keyword lists. See Knowledge Base Article #226993 to access the sample lists.

NOTE: There are times when keywords are not recorded.

Building Your Own List

To add a keyword to the list:

From the When To Alert pane, under Keywords:

1. Click Add. The Keyword window opens.   

Click the Match whole word only box if you want the keyword you entered to ONLY match if that keyword is encountered by itself and NOT part of another word.

2. Type either a word or a phrase and click OK to accept, or Cancel to reject the entry. If you accept it, the new entry appears in the Keywords list.

To delete an entry in the Keywords list, click to select it and then click Delete. A warning appears asking if you are sure you want to delete the keyword(s). Click Yes to delete the word, or No to keep it. The window closes. If you selected deletion, the entry is removed from the Keyword list.  

3. Repeat steps 1 and 2 for each word or phrase you want to add to your list.

4. Click OK to save the changes you have made, or Cancel to discard them. The Settings window closes.

Importing and Exporting Keyword Lists

The Import / Export feature allows you to create a keyword list within Spector Pro and export it as a text file, so that you can import it to other networked computers. This is especially useful if you have multiple installations of Spector Pro on a network.

To export a list of keywords:

From the When To Alert pane:

1. Click Export. The Export To window opens.

2. Navigate to the folder where you would like to save the list of keywords and double-click to open it.

3. Enter a name for the list in the File name field, using .txt at the end.

4. Click Save. A text file is saved to the location you have indicated, and resembles the sample list below.

• The number 1 at the end indicates that the Match whole word only was enabled when that keyword was added.

• The number 0 at the end indicates that the Match whole word only was NOT enabled when that keyword was added.

5. Click OK to save the changes you have made, or Cancel to discard them. The Settings window closes.

To import a list of keywords:

From the When To Alert pane:

1. Click Import. The Import From window opens.  

2. Navigate to the folder that contains the list of keywords you want, and click to select it. (It must be a .txt file). The file name appears in the File name field.

3. Click Open. The keywords contained in the list appear in the Keywords list in Settings.

4. Click OK to save the changes you have made, or Cancel to discard them. The Settings window closes.

Creating a Keyword List Using a Text Editor, Word Processor or Spreadsheet

You can use any text editor, word processor or spreadsheet application that supports .txt output to create a keyword list in a central location, and then import it to each networked computer. When you create a keywords list in an application outside of Spector Pro:

• The document must be saved as a text file (.txt).

• Each entry may be a word or a phrase.

• Each entry must be separated by pressing Enter or Return.

 To create a keyword list in another application:

1. Open a file.

2. Type in the words and phrases you want to include in the keywords list.

3. At the end of each word or phrase, add a space and one of the following digits:

    0 = The system looks for a partial word within other words.

    1 = The system detects whole words or exact phrases only.

4. Save the file as a .txt document.

5. Follow the procedure under To import a list of keywords above.

6. Click OK to save the changes you have made, or Cancel to discard them. The Settings window closes.

Next you will review Scanning Keyword Sources to select which sources to scan for keywords.