How Keyword Lists Work

Number of Keywords Condition

Each keyword list contains a condition that requires a certain number of keywords be present in a document before the list will trigger a violation.

The number of keywords condition contains the following values:

  • All: All of the keywords in the list must be present in the document.

  • Any: Any one of the keywords in the list must be present in the document.

  • Specific number: There must be at least the specified number of keywords in the document. If there are more keywords in the document than the number specified, a violation will trigger.

Distance Condition

Some of the lists contain a “distance” condition to determine if a violation is present. “Distance” refers to the amount of characters between the first character of one keyword and the first character of another keyword. Consider the following entry:

First Name:_John_ Last Name:_Smith_

The Forms - First Name, Last Name list has a “distance” condition of fifty (50) and the commonly used form fields of “First Name” and “Last Name”. In the example above, a violation will trigger as the number of characters between the “F” in First Name and the “L” in Last Name is equal to eighteen (18).

For an example of an entry that would not trigger a violation, consider the following:

The first name of our new employee from Switzerland is John. His last name is Smith.

In this example, the number of characters between the “f” in “first name” and the “l” in “last name” is sixty-one (61). This exceeds the distance threshold and does not trigger a violation.