How to Create and Manage Tags

In Documoto, tags are imperative to finding information quickly and easily. Tags are essentially metadata attributes that can be applied to any entity (part, page, chapter, or media) within Documoto.

While tags can serve many functions in Documoto, tags are primarily used as searchable ‘keywords’ that can be used to filter or refine data in the library. Within the Tenant Administration module, administrators have the ability to create and manage part tags, page tags, chapter tags and media tags. Below are some of the key functions of tagging entities in Documoto:

• Searchable metadata
• Filtering
• Categorization
• Classification
• Reference Information
• Noting Boundaries
• Additional Part Information (can be used in Part List Columns and Dynamic Naming)
• Additional Page Information (can be used in Dynamic Naming)
• Additional Chapter Information (can be used in Dynamic Naming)
• Additional Media Information

Article Topics

• Creating New Tags
• Editing and Deleting Tags  

Creating New Tags

1. Login to Documoto.
2. In the ‘Admin’ drop-down, select ‘Tenant Administration.’
3. Select ‘Tags’ under the ‘Miscellaneous’ section.
4. Click the ‘New’ button.
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6. Enter the basic metadata tag name in the ‘Name’ field.
7. Under ‘Translations’ enter the public-facing tag name by clicking the ‘Add’ button and adding the name to the row that appears.
8. Continue to add tag names for each language or locale you support in the ‘Translations’ table.
9. Check off all the entity types that this tag will apply to next to ‘Entity Types(s).’
10. If you are creating a media tag that will be searchable, add the display order to the ‘Display Order’ field by typing in the display order or using the arrows to set the order.
11. Check off ‘Searchable’ if you would like the tag to be searchable.
12. NOTE: Not all entity types are actually searchable, even if this setting is checked off.
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14. Check 'In Shelf Filters?' for the tag to appear as filter in Documoto in Rocket or as a shelf filter in Documoto Classic. 
15. Check 'Always Show Filter?' for the filter to always be pinned on the search results page. Note: this property requires that 'In Shelf Filters?' is also enabled. 
16. Check 'Using for Faceting' for the tag values to appear as checkboxes within a list, if the 'In Shelf Filters' property is enabled. 
17. Select the tag ‘Input Type’ from the drop-down of options:
    • TEXTFIELD: Requires publishers to type in the text tag value and end-users to enter the text tag value when searching.
    • LISTBOX: Creates a selectable drop-down. (Ex. Limited model options)
    • RANGE: Allows you to enter a numerical range or alphabetical range using prefixes and suffixes. (Ex. Serial number range)
18. If you have selected ‘TEXTFIELD’ or ‘LISTBOX’ as your ‘Input Type,’ determine if there are any specific properties you want to apply to the tag.
    • Use As Additional Part Number: Used for Part Tags only as an additional part number.
    • Use As Net Geometry ID: Related to 3D Images and the Net Geometry ID in SolidWorks.
    • Use as Tag Group: This is a Documoto Classic-only tag property that was developed for tags that have hundreds or thousands of values on media. The flag informs Documoto that when the tag is added to a media, Documoto should allow end users to scroll through / filter on the hundreds to thousands of tags.
    • In Partslist?: Is this a part tag that should appear in the parts list?
    • Highlightable?: If the part tag appears in the parts list setting is checked, this property will highlight the entire BOM row with the Info color selected in the Style Editor.
    • Wildcard Search?: Enabling a wildcard search will return items ‘like’ the search term used, rather than searching for the ‘exact’ search term only.    
19. If you have selected ‘RANGE’ as your ‘Input Type,’ you have the following options:
    • Enforce Numeric Size of: This option allows you to require a certain number of characters to be entered when adding range type tags to entities.
    • PREFIX and SUFFIX: The drop-down allows you to select whether this tag has prefixes, suffixes or neither.
    • EXAMPLE: If your serial numbers looked like HY00000 and TR55555, you would configure your range as shown in the screenshot below.   
20. Click ‘Save’ to save your new tag. It will now appear in the ‘Tags’ grid.    

Editing and Deleting Tags

Note: System tags (Superseded Part Number & Assembly Number) are automatically created by Documoto when your tenant is created. These tags are required for certain processes in Documoto (eg. part supersession) and cannot be deleted.

1. Login to Documoto.
2. In the ‘Admin’ drop-down, select ‘Tenant Administration.’
3. Select ‘Tags’ under the ‘Miscellaneous’ section.
4. Select the tag you wish to edit or delete in the ‘Tags’ grid by clicking on it.
5. Once the tag row is highlighted, select the ‘Edit’ or ‘Delete’ button.  
6. NOTE: Be careful when editing or deleting existing tags that have been already been applied to entities or media. 
   • If you have questions about the potential impact of modifying or removing an existing tag in your Production site, please contact Documoto Support at support@documoto.com.   
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8. If you are editing the tag, ensure that you click ‘Save’ after you are done making changes.
9. If you are deleting the tag, select ‘Yes’ in the ‘Confirm Removal’ pop-up.