Keyword Settings

In this topic:

Keywords

Keyword Alert Action

Capture Snapshots on Alert

 

Configure Computers

Specify keywords the Client should watch for as it records on the Alerts panel in the Deployment Utility or in Client Settings. By default the Client does not scan for keywords, and no Keyword Alerts are sent.

Keywords

To set up Keyword Alerts, create a list of words to watch for by using New to add words one at a time or Import to add a list of words. If you do not define any keywords, no Keyword Alert events will take place.

Each Keyword will set off an alert

For example, you can use "John Smith" or "Company XYZ Budget 2007" as a keyword. Spaces are assumed to be an AND operator, so the Client looks for "John AND Smith," not John OR Smith.

In the Keyword box, select Match whole word only if you want the keyword to match exactly, not as a partial of another word. The whole word is any word framed by non-alphanumeric characters or spaces. For example, a whole word match to "sex" will generate an alert when any of the following are found:

sex
**SEX**
www.sex.com

Clear Match whole word only, to find the word within a word. For example, without a whole word match, "sex" would match any of the following, and set off more alerts than you care to receive.

sexy
Sexton
Essex

Click OK to close the box and add the word to the list.

Any new keywords go into effect AFTER you re-initialize the Client AND the user logs off and logs on again.  

Keyword Sources

You can specify WHERE you want the Client to look for keywords. To focus on particular problem areas, or to avoid too many Keyword Alerts, you may choose to limit the activities the Client scans. For example, a Web Site page can produce a lot of Keyword Alerts that don't signify nearly as much trouble as the same words found in Keystrokes (e.g., "sex").

Keyword Alert Action

The person responsible for a user's activity will want to know immediately if a Keyword Alert event occurs. You can have the email sent to any Webmail, SMTP, or MS Exchange mailbox. The notification email contains the keyword event information, as well as further specific information related to the event in which the keyword was detected:

  1. If there are no alerts, no message is sent.

  2. If the Client records only one alert the entire day, you will receive only one email message.  

  3. If the Client detects a keyword (for example, "shopping") several times within a half hour, you may receive two email messages.

  4. Once an alert has been sent, if the Client detects additional keywords, it will NOT send another alert until the configured number of minutes (15 minutes) has passed.

Lower the frequency of notification if you aren't concerned about being notified immediately. All keywords that have been detected will be included in the email that you do receive. Increase the frequency for special, high-risk situations.

Note: With notification set to every 15 minutes, the receiving email address for a large network could get hundreds of messages in an hour. Avoid this increasing the email notification rate.

An easy, private way to receive alert notification is through a non-corporate Webmail account (Hotmail, Yahoo, Gmail, etc.) created specially for this purpose. Use Direct SMTP with NO advanced settings and simply provide the email address.

Direct SMTP - Deliver the email directly from the computer via TCP/IP (Internet) using the SMTP protocol to the SMTP server of the email address specified in the email address box.

Relay SMTP - Deliver the email using the SMTP protocol to relay the email through an intermediate SMTP server. For example, instead of routing the email through your work exchange server, you might want to use a private account from "mail.mywebsite.com." The Client computer must be able to access the server on the Internet (if not on the network), and you must use the Advanced button to specify the mail server, name, type, account and password. More...

Use Relay SMTP when:

  • The server of the destination email address will not accept email directly from a computer.

  • Your network accesses the Internet through a proxy server. You can override this using a relay SMTP server; however, your proxy server must be a Web proxy server (HTMP proxy).

Exchange Folder - Deliver the email through a Microsoft Exchange public folder. When you select this option, instead of an email address in the next field you will enter a Folder Path. More...

 

The destination email address that you entered is Invalid!

If you get this error, you probably need to adjust the Advanced settings for the server type you chose. More...

Secure email notification

To ensure that email notification messages aren't seen:

  • Use the Advanced settings to define an artificial from address and subject line for the email notification. The email address needs to be a valid account. This detracts prying eyes when you receive notification through a regular mailbox.

  • Direct your mail application to automatically place the notification email from this user, or with this subject line, in a specific folder to keep it out of your more visible Inbox.

  • Use a webmail account or a relay SMTP server to avoid letting network personnel view the email.

 

Capture Snapshots

You can increase frequency of screen Snapshots on a Client when a keyword alert is generated. This provides a better view of what was happening when the alert was generated than the Snapshots view configured in the Snapshot settings. This setting temporarily overrides the Snapshot settings.

Note: If Snapshot recording is disabled, selecting Capture Snapshots on Alert still takes Snapshots for the specified period. You may want to use only Capture Snapshots on Alert instead of continual Snapshot recording to reduce the file storage needed for Snapshots.