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 finding relevant documents in your system, Keywords can be used as a strategic part of your document management approach. By assigning one or more Keywords to a document at the time of publication, you create a more structured and easy-to-navigate database where documents can quickly be identified and accessed based on those keywords.
Keywords act as a common denominator, or an additional layer of metadata, that complements the existing document information. This makes it easier to locate documents that share similar content, purpose, or requirements. Typical examples of Keywords include terms such as “Policy,” “Instruction,” or “ISO 14001,” representing specific document types, subject areas, or standards the documents relate to.
It is also useful to know that Keywords can be included both as Default fields in Query Builder and under Search results fields. This allows you to see directly in the result list which Keywords are linked to each document, without opening it.
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.