About word and phrase monitoring setup

Word and phrase monitoring is where you can set lists of specific word or phrases to trigger a capture or to prevent a capture from being taken by ignoring the word or phrase. You might want to ignore a word or phrase if you have selected a theme that might cause a frequently occurring false positive capture. For example, the word "lace" or "Jo" may be part of a full name. However, when you ignore a word or phrase, you are not totally ignoring the users behavior because there are other scenarios where this is captured.

You can set these lists up for each user group. However, if you want to reuse a list that you have set up for one group, for another of your groups, you can copy the list to the other group. Any existing settings already in place are replaced by this process. You can also import a ready made list of words.

Themes are predefined categories that you can switch on or off. For example, you might want to turn most of them on for a younger group of users but turn them off for an older group of users.

Word and phrase monitoring setup

Word and phrase monitoring is where you can set lists of specific word or phrases to trigger a capture or to prevent a capture from being taken by ignoring the word or phrase. You might want to ignore a word or phrase if you have selected a theme that might cause a frequently occurring false positive capture. For example, the word "lace" or "Jo" may be part of a full name. However, when you ignore a word or phrase, you are not totally ignoring the users behavior because there are other scenarios where this is captured.

You can set these lists up for each user group. However, if you want to reuse a list that you have set up for one group, for another of your groups, you can copy the list to the other group. Any existing settings already in place are replaced by this process. You can also import a ready made list of words.

Themes are predefined categories that you can switch on or off. For example, you might want to turn most of them on for a younger group of users but turn them off for an older group of users.

Custom words and phrases to monitor

Any words that you enter here aren't pregraded.

Actions

You can choose whether to display a message to the user when a capture is taken and logged or not. For example, "An incident has been detected that may indicate inappropriate use. This information has been recorded for your protection".

Alerts

Alerts send an email to your chosen users when the number of captures for a user exceeds the set threshold for a selected theme. When you first set up the alert, it becomes active the next time a user logs onto a machine with the active client software. When a user triggers enough captures to breach the threshold, Smoothwall Monitor Self-service sends an email to your selected safeguarding officers.

Note: Once you look at the captures for the user that triggered the alert, their capture counter is reset.

Acceptable user policy (AUP)

The AUP message displayed at log-on is often the only indication to users that Smoothwall Monitor Self-service is present. Therefore, it's important that if you use it, you make sure the content is relevant to them. The user can't cancel the message or to switch to another application on the device such as the internet browser. They must accept the contents by clicking Accept to proceed. If they click Decline, the user is logged off.

Under the Logs menu, in the AUPs page, you can see a log of the users who accepted or declined your AUP.

The AUP display at log-on is an optional feature and you can switch this feature off for selected or all users if you already make them aware of their usage obligations.

When you change any AUP settings, they only take effect after the next user log-on.

Note: You might not have the permission to edit the AUP.