Spam Protection Configuration

Orthodox Web Solutions Site Manager

Introduction

The Site Manager includes built-in spam protection features to help ensure that your forms receive legitimate submissions while blocking unwanted spam and automated bot submissions. These tools help maintain the quality of your form data and reduce the time spent processing illegitimate inquiries.

This article will guide you through configuring and managing the various spam protection options available in your Site Manager.

Understanding Spam Protection

Why Spam Protection Matters

Effective spam protection helps your organization by:

• Reducing Unwanted Submissions - Block automated spam and irrelevant messages
• Improving Data Quality - Ensure form submissions are from legitimate visitors
• Saving Staff Time - Reduce time spent reviewing and deleting spam submissions
• Maintaining Professional Communication - Focus on genuine inquiries and requests
• Protecting System Resources - Prevent abuse of your form submission system

Types of Spam Protection

The Site Manager provides several layers of spam protection:

• Email/Domain Blocking - Block specific email addresses or entire domains
• Keyword Filtering - Automatically reject submissions containing specified terms
• Honeypot Fields - Invisible traps that catch automated spam bots

Accessing Spam Protection Settings

Getting to Spam Settings

1. Log into your Site Manager admin panel
2. Navigate to Forms in the main menu
3. Click on Spam Blocking or Form Spam
4. The spam protection configuration page will open

Understanding the Spam Protection Interface

The spam configuration page includes sections for:

• Email/Domain Blocking - Manage blocked email addresses and domains
• Keyword Filtering - Configure terms that trigger automatic rejection
• Honeypot Settings - Enable or disable invisible spam traps
• Protection Status - View current protection settings

Email and Domain Blocking

How Email Blocking Works

When you block email addresses or domains:

• Exact Matches - Specific email addresses are completely blocked
• Domain Blocking - All emails from a domain are rejected (e.g., blocking "@spammer.com" blocks all emails from that domain)
• Automatic Rejection - Forms cannot be submitted using blocked email addresses
• Silent Blocking - Blocked submissions typically fail without notification to the sender

Adding Blocked Email Addresses

To block specific email addresses or domains:

1. In the spam protection settings, find the Blocked Email Addresses/Domains field
2. Click in the field to activate the selection interface
3. Type the email address or domain you want to block
4. Press semicolon (;) or Enter to add the entry
5. Repeat for additional addresses or domains
6. Click Save to apply the changes

Email Blocking Examples

Individual Email Addresses:

spammer@example.com;
baduser@domain.org;

Entire Domains:

@spam-domain.com;
@suspicious.net;

Mixed Blocking:

specific-spammer@email.com;
@entire-spam-domain.org;
another-spammer@different.com;

Managing the Blocked Email List

To modify your blocked email list:

• Adding Entries - Type new addresses/domains and use semicolon to separate
• Removing Entries - Delete unwanted entries from the list
• Bulk Changes - Copy and paste lists from external sources if needed
• Regular Review - Periodically review the list to remove outdated blocks

Keyword Filtering

How Keyword Filtering Works

Keyword filtering automatically rejects form submissions containing specified terms in:

• Subject Lines - Terms entered in email subject fields
• Comment Fields - Content in message or comment areas
• Custom Fields - Text entered in any custom form fields
• Case Insensitive - Filtering works regardless of capitalization

Adding Blocked Keywords

To set up keyword filtering:

1. In the spam protection settings, find the Blocked Terms in Subject/Comments field
2. Click in the field to activate the selection interface
3. Type the word or phrase you want to block
4. Press semicolon (;) or Enter to add the term
5. Add additional terms as needed
6. Click Save to apply the keyword filters

Effective Keyword Selection

Choose keywords that are commonly found in spam but unlikely in legitimate messages:

Common Spam Terms:

viagra;
casino;
lottery;
winner;
urgent;
click here;
free money;

Suspicious Phrases:

nigerian prince;
inheritance;
business proposal;
urgent response required;

Keyword Filtering Best Practices

• Avoid Overly Broad Terms - Don't block words that might appear in legitimate messages
• Monitor False Positives - Check if legitimate submissions are being blocked
• Regular Updates - Add new spam terms as you encounter them
• Test Carefully - Verify that common legitimate terms aren't accidentally blocked

Honeypot Protection

Understanding Honeypot Fields

Honeypot protection uses invisible form fields that:

• Are Hidden from Human Visitors - Legitimate users never see or fill these fields
• Attract Automated Bots - Spam bots often fill all available form fields
• Automatically Block Submissions - Any submission with honeypot data is rejected
• Require No User Interaction - Protection works transparently for legitimate users

Enabling Honeypot Protection

To activate honeypot protection:

1. In the spam protection settings, find the Use Honeypot option
2. Toggle the setting to Yes or Enabled
3. Click Save to apply the setting
4. Honeypot fields will automatically be added to your forms

Testing Spam Protection

Verifying Email Blocking

To test email address blocking:

1. Add a test email address to your blocked list
2. Try submitting a form using that email address
3. Verify that the submission is rejected or fails
4. Remove the test email address from the blocked list

Testing Keyword Filtering

To verify keyword filtering:

1. Add a unique test term to your blocked keywords list
2. Submit a form including that term in the subject or comments
3. Confirm that the submission is blocked
4. Remove the test term from your blocked keywords

Monitoring Spam Protection Effectiveness

Reviewing Blocked Submissions

While blocked submissions typically aren't saved, you can monitor effectiveness by:

• Tracking Submission Volumes - Monitor changes in submission quantities
• Quality Assessment - Review the quality of submissions that get through
• Staff Feedback - Ask staff about spam levels in form submissions
• Regular Evaluation - Periodically assess whether protection levels are appropriate

Adjusting Protection Levels

Based on your monitoring:

• Increase Protection - Add more blocked terms if spam continues
• Reduce Protection - Remove overly restrictive rules if legitimate submissions are blocked
• Refine Keywords - Replace broad terms with more specific spam indicators
• Balance Security and Usability - Ensure protection doesn't hinder legitimate users

Troubleshooting Spam Protection Issues

Legitimate Submissions Being Blocked

If valid submissions are being rejected:

• Review Blocked Email List - Check if legitimate domains are accidentally blocked
• Examine Keyword Filters - Look for terms that might appear in valid messages
• Test Submission Process - Try submitting forms yourself to identify issues
• Temporarily Disable Filters - Test with protection disabled to isolate problems

Spam Still Getting Through

If unwanted submissions continue despite protection:

• Analyze Spam Content - Identify patterns in spam that's getting through
• Add New Blocks - Block email domains or keywords found in recent spam
• Enable Additional Protection - Turn on honeypot protection if not already active
• Review Settings - Ensure spam protection settings are properly saved

Form Submission Errors

If forms are experiencing general submission problems:

• Temporarily Disable Protection - Test if spam protection is causing the issue
• Check Error Messages - Look for specific error information
• Browser Console - Check for JavaScript errors related to form validation
• Server Logs - Review server logs for submission errors (requires technical support)

Advanced Spam Protection Strategies

Layered Protection Approach

Use multiple protection methods together:

• Combine All Methods - Use email blocking, keyword filtering, and honeypot protection
• Progressive Filtering - Start with light protection and increase as needed
• Regular Maintenance - Keep all protection methods updated and relevant
• Monitor and Adjust - Continuously refine protection based on effectiveness

Proactive Spam Management

Stay ahead of spam trends:

• Industry Awareness - Stay informed about current spam tactics
• Peer Networking - Share experiences with other Orthodox organizations
• Regular Updates - Keep blocked lists current with new spam patterns
• Documentation - Keep records of what protection methods work best

Balancing Security and Accessibility

Ensure protection doesn't hinder legitimate users:

• User Testing - Have real users test your forms regularly
• Accessibility Considerations - Ensure protection doesn't block assistive technologies
• Clear Instructions - Provide help text if forms have specific requirements
• Alternative Contact Methods - Offer other ways to contact your organization