Please note that to manage Tags, your profile must have the appropriate setting enabled.
In the Document » Settings, you can add Tags that will be utilized when a document is published. You can tag a document with one or multiple keywords, making it searchable through the Query Builder.
Why use keywords?
To enhance the searchability and efficiency of locating relevant documents within your system, Keywords can be incorporated as part of your document management strategy. By assigning one or more Keywords to documents upon publication, a structured and easily navigable database is created, allowing documents to be identified and accessed based on their keywords. Keywords serve as a common denominator or an additional layer of metadata that complements the existing information about the document. This enables quick and easy location of documents sharing similar characteristics or themes. Common examples of Keywords include terms like "Policy," "Instruction," and "ISO 14001," which can represent specific categories or standards related to the documents.
How to Create Tags
To add keywords, click on the plus sign icon (1), enter the desired name, and save your changes.
To modify the name or delete a keyword, use the pencil or trash can icon (2). It is important to note that you can delete keywords even if they have been used in one or more documents. When a keyword linked to documents is removed, it also disappears from those documents. Deleted keywords cannot be restored!
If you want to search for a saved keyword in the list, you can either use the magnifying glass icon (3) for a quick search or navigate through the arrows on the left if there are more than 10 keywords created.
If you wish to make your keywords visible, you can choose to add them to the header of both text documents and layout documents. It is important to note that placing keywords in the header is not necessary for the document's keywords to be searchable. As long as a document has an assigned keyword, it remains searchable, even if it is not displayed in the header.
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Tip: If keywords are placed in the header of a text document, they become clickable and display a list of documents sharing the same keyword.
Assign keywords to a document
Adding or removing keywords from a document is most easily done through the publication dialog when a document is being published. However, it is also possible to add or remove keywords from already published documents, provided that:
- The user is the creator of the document or assigned to revise the document
- Has the profile setting Access to modify document information on all published documents.
- Keywords are not a locked field in published documents.