Document Tags

Document Tagging and Search Filter

As an organization, you could have dozens of files in a work area. Digging through your document folder just to find one article can be exhausting. We have addressed this concern by allowing administrations to add Tags and Tag Groups.

Administrators can add multiple tags to multiple documents at the same time through the document's 'Details' presentation. Mark the check boxes next to the chosen files and select the top 'actions' drop-down menu. In this menu administrators can add Tags and Relevance Targets. Click the link here to learn more about Target Relevance. Please keep in mind that any existing tags will not be shown in this window. 

You can assign Tag Groups to any folder or page. If you want the Tag Group you created to be inherited by other items in the folder, you can add these tags directly to the items inside. Under Documents, select ‘edit’ in the action drop-down. Here you will find the tagging icon. You can create a number of tag groups and tags this way. It is important to know that in a document root or page without inherited tags, there will be no assigned tags available.

To create Tag Groups, select 'Manage Tag Groups Within This Area'.

When creating your tag groups, you may want to make sure the tags are inheritable, so all subfiles can use the already created tags. After this, you can decide the number of tags available in the Tag Group.

You will then be given the option to create your tags, or you can wait and come back to it later. After you create the tag groups and tags you want, select save.
You can create multiple tag groups, allowing for more detailed searches. In the 'Gallery' display settings, you can see what tags are assigned to what files while searching.

The next step is to tag the files you have in this folder. Go into the file you wish to tag, select edit. If the tags you created in the document root are inheritable, you will see the tags you can choose from when you select the tag icon.

Here, you can select any of the tags you created from your document root. 

Once you are finished, return to the document root. You will see a new field called Tags and the number of tag groups available. Users can click the 'turn on' button to the right to begin searching files using the assigned tags. Any documents with those tags will show on the page. To remove a tag from the search, click on the tag a second time to deselect it.

If you want a tag group to be available everywhere on the intranet, a Global Tag group can be created in System Administration > Global Tag Groups:

The Global Tag Groups are available from all Global Document pages.