Tags, Categories and Keywords
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1 Tags, Categories and Keywords Document Management Tip Sheet As more and more content gets added to your repository, it will become harder to find what you need. Documents may become buried in multi-level folders. Lists of documents may stretch for pages, and no one wants to scroll through fifty pages to find what they need. Related content may also become split up across folders. While search may help with finding content, the most straight forward way is through the use of tagging or keywords. The term tagging is used in different contexts. Many people use tag to refer to assigning properties to a document (also known as metadata). However, in the web content world tags are a specific type of free-form label applied to content. As more people assign the same tags, tags become a way to navigate to similar content. You may be familiar with some of these examples of tagging for web content. Before we begin, it s important to understand how tagging is being interpreted, as most electronic document systems give you the ability to use tags (unstructured) and structured metadata (form properties). This tip sheet covers the concept of user assigned tags, keywords and categories. For a complete understanding of all the options for document properties, see also the Metadata and Content Tip Sheet. They all provide a searchable reference point for content on different platforms. Tagging and Keywords 1
2 Tags vs Keywords vs Managed Metadata Tags are self-assigned labels used to categorize content. They are free form and user-created. Users can type whatever they feel represents the content. They are usually short phrases, broad in context and there is no ability to create a hierarchy or structure. Although existing tags are available, the user can chose to create their own. Because this is a free-text field, the introduction of spelling mistakes and multiple variants is possible. Tags are also optional. The intention is that as more people assign the same tags, tags become a way to navigate to similar content; however what happens if people opt not to tag, or if they use different variations? In those cases, content may not be found. So this is not a reliable way to categorize content. Most systems only manage tags at a high level, meaning the administrator can delete them, or correct spelling or sometimes prepopulate tags, but the user still has the ability to add their own. Tags are/were to encourage social collaboration among users. For this reason user-created tags can assist in searching, but it is recommended not to build them into workflows or other processes that require consistency. Generally, do not use tags to develop public views or reports. Use content type metadata which can be controlled and set as mandatory. Warning: Tags and Notes are deprecated in all new editions of SharePoint (2016, Online) and will be removed in the next release. Keywords have more weight than tags. Externally, keywords are what search engines look at to rank or order webpages. Internally, they provide another term to search on or filter by. Alfresco has no keywords feature. Instead they use Categories (see more below). SharePoint has several options for the use of keywords. Enterprise keywords are shared with other users and applications. Enterprise keywords are collected into a single, non-hierarchical term set. Term Store Administrators can make the Keywords set open or closed. If the Keyword set is closed, users cannot submit new keywords, but must use existing enterprise keywords or a managed term. If the Keywords term set for the site is open, users can add any text value to this column. You cannot sort based on Enterprise Keywords Column (due to multiple selection) and you cannot create grouped views using Enterprise Keywords column, but you can filter your files for certain metadata. Again, if keywords are user-created, do not build them into workflows or other processes that require consistency. They can however be used to create custom views in SharePoint. Managed metadata is essentially the creation of a formal taxonomy or controlled vocabulary. These are predefined terms that a user would assign to content. There is no chance of mistyping or improper naming, because the terms are already defined and the user just picks from a list. They are usually available across all sites. Tagging and Keywords 2
3 In some solutions, like SharePoint and Alfresco, you can establish a multi-level hierarchy of terms (ex. Region Country Province/State City). SharePoint managed metadata also gives you the ability to declare synonyms and variants to ensure consistency (eg. Always using Microsoft instead of MS). This ensures consistency of spelling, abbreviations and correct terms. In SharePoint, any field can be made into an Enterprise Keyword field. In Alfresco, Categories are an example of managed metadata (see below for details). Because these values are set by an administrator and controlled, they are more reliable and can be used to develop views or filter content. Using keywords for critical processes Tags and keywords are mostly used for searching or filtering data. If you require a field to use in a workflow, or process, or report data, it is recommended to create that field as part of your content type (metadata). In this way you can make it mandatory. You can use some of the same concepts as managed metadata and prepopulate your field with acceptable values. In SharePoint you can create a custom column and make it an Enterprise Keyword field to leverage managed metadata. You can t assign permissions to tags and keywords, therefore they are never used to restrict access. Access is controlled at the site/folder/asset levels only. Alfresco Alfresco uses the concept of tags. These are keywords that users assign to content in order to help filter. You can tag folders, wiki pages, discussions, as well as individual documents. Tip: use tags for specific projects, specific vendors or software products, or acronyms Scenario In this scenario, I have several folders in my Document Library. These folders may contain hundreds of documents. Tagging and Keywords 3
4 Figure 1 Alfresco document library with folders Under each of these, there may be content related to Alfresco (in addition to other things). How can I easily show only the content related to Alfresco without combing through each of the folders? If users have correctly assigned tags when they uploaded content, on the left-hand panel you should see a Tags section. When you select the tag, Alfresco will only display those documents tagged alfresco regardless of which folder they are in. Tagging and Keywords 4
5 Figure 2 Documents filtered by tag in Alfresco The above example shows how to filter with tags, but tagging provides another parameter that is searchable. By default, Alfresco Search scans document text and titles, but if your keyword is not in either, then it won t be found. Adding a keyword in a tag will make it searchable and easier to find. Categories Categories are another way to filter data without needing multiple folder levels (see Folder Structure and Naming Tip Sheet) In Alfresco, some categories already exist (such as languages). Your Administrator can pre-configure additional Categories. These can be hierarchical In the example below, there are preconfigured categories for project stages and activities Tagging and Keywords 5
6 Figure 3 Alfresco categories When you upload a document, you would assign the appropriate stage and activity as metadata. Within your document library, now you can filter across multiple folders, to only show specific categories. In this case you can show the requirements documentation for multiple projects. Tagging and Keywords 6
7 Figure 4 Documents filtered by category in Alfresco Note: Categories can only be used to filter within a document library. You cannot explicitly search on this parameter in the Search (it will be lumped under Keywords ). Tagging and Keywords 7
8 Figure 5 Alfresco search fields Nor can you filter on categories or tags within the search results. Tagging and Keywords 8
9 Figure 6 Alfresco filter options for search results SharePoint Note: tags have been deprecated starting in SharePoint 2016 therefore it may not be a good idea to heavily promote/ rely on this feature In SharePoint, tagging is a form of social bookmarking. It allows you to categories content so that you can find it when you need it. Tags are geared more to the end user. In fact, in SharePoint tags do not appear in the document properties they do not count as searchable metadata. To see how other people have tagged a document, you have to explicitly open the Tags & Notes feature. Because of this, I do not see much benefit in using this feature. SharePoint allows users to tag any type of content: pages, lists, libraries or individual items. The tags feature can be found in the ribbon under the library or list tab. Tagging and Keywords 9
10 Figure 7 SharePoint ribbon showing Tags & Notes To tag a specific item, click the row/document you want to tag and then select Tags and Notes from the ribbon Figure 8 Tagging a specific document in a library In the My Tags text area, type the tags you want to apply, using a semicolon to separate them. Optionally, you can set your tags to Private, so others can t see them. The next time you go to tag something, you will see a list of suggested tags that you can pick from, or still add your own. Tagging and Keywords 10
11 Figure 9 Suggested tags Keywords are not part of the default document library in SharePoint. If you want to use keywords, you need to add the column to your library or content type. To add a basic Keywords column, in your library under Library Settings Columns Add from existing site columns. Find the Keywords column and Add it to your library Tagging and Keywords 11
12 Now when you look at your document properties you ll see the field to add keywords. This field allows multiple lines of text. Keywords should be separated by a comma. By using the default keyword column, the keywords are local to that item only. They are not repeatable, meaning there is no prompt to pick an existing keyword on other items. You have to manually re-enter them. Using the Enterprise keyword feature allows you to repeat keywords across the whole library. For more details on Enterprise keywords and term stores, see the SharePoint Cookbook Tagging and Keywords 12
13 Related content Metadata and Content Types Tip Sheet Folder Structure and Naming Tip Sheet Tagging and Keywords 13
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