Taxonomies are a way to guide your users to information within the Documoto Library by setting up a hierarchy of steps or ‘browsing tiles’ on the Documoto home page.
- Taxonomy Basics
- Taxonomy Inheritance
- Taxonomies, Access Controls and Media Categories
- How to Create a Taxonomy Structure
- Assigning a Taxon's Search Criteria
- Taxonomy Best Practices
From the landing page, users can browse for content visually, by selecting from the available tiles in the ‘Browse’ flow. Browse flow tiles are pre-defined by an administrator and are intended to guide users to a pre-defined set of content. By clicking on a tile, Documoto will drive users down to relevant content, ultimately arriving at the search results page.
The structure of the taxonomy can be expanded or condensed based on your business needs or the needs of your users. However, the path your users will ultimately take through a taxonomy is up to you. When designing the taxonomy structure, consider how your end users will most likely search for information or content. Recognize that users may think about and look for information in different ways. We recommend using familiar vocabulary to ensure a logical browsing experience. For instance, a taxonomy can be structured by:
- Machine Type
- Machine Model
- Serial Number Range
- Machine Usage (e.g. outdoor equipment vs. indoor equipment)
- Machine Type
- Machine Model
Each browsing tile within the taxonomy is referred to as taxon. In the example above, ‘brand’, ‘machine usage’, ‘machine type' and ‘machine model’ are each individual taxons.
When a user selects the final taxon in the hierarchy, or flow,
Documoto will execute a search and return content based on the
taxon’s defined search criteria.
While you can structure your taxonomy however you want, consider how your end users will most likely search for information or content. Once configured, the taxonomy browsing tiles will appear under the ‘Search’ bar.
To help you understand the flow of browsing a taxonomy, please review the screenshots below.
Once configured, the taxonomy browsing tiles will be available to end users beneath the Search bar on the Rocket home page.
Try to limit the taxonomy structure to three or four levels
deep to minimize the number of clicks needed for your end users
to find what they are looking for.
A taxonomy is a particularly useful feature for users who have a general idea of what they are looking for, but still need guidance to find the appropriate information or content. Alternatively, if a user is looking for a specific part or manual, they may simply elect to use global search.
Taxonomies have standard inheritance. As such, all organizations will inherit the tenant’s taxonomy structure by default. However, you can create an Organization-specific taxonomy by selecting Override, next to the organization(s) you would like to create a unique taxonomy structure for, in the 'Taxonomy Admin'.
If you use your Organization structure to separate content for different groups of users, consider creating a unique taxonomy structure for each disparate audience.
Taxonomies, Access Controls and Media Categories
Access controls will continue to work the same way within taxonomies. While taxons do not adhere to access controls, content does. For example, a user could navigate through a taxonomy structure all the way down to the final taxon. However, if the user does not have access to the media that are defined in the taxon’s search criteria, the user will simply see no content.
How to Create a Taxonomy Structure
Taxonomies can be set up in a number of useful ways to guide your users to content or information in the Documoto library. It is worth spending some time to consider how to structure your taxonomy to meet the needs of your end users or your business needs prior to creating the structure in Documoto.
- Login into Documoto.
- In the ‘Admin’ drop-down, select ‘Tenant Admin’.
- In the left pane, select ‘Taxonomy Admin’ under the Miscellaneous section.
- Select ‘Open Editor’ to define your Taxonomy structure at the Tenant-level. The Taxonomy Editor is a simple drag and drop editor.
- Create a ‘Taxon’ by giving it a name and an image and selecting ‘ADD’. The recommended image size for taxon is 155 pixels h x 175 pixels w. New taxons will automatically be added to the bottom of the hierarchy.
- Continue creating taxons to build a taxonomy structure. You can drag and drop a taxon to nest it below a parent, allowing you create a hierarchical structure for your data.
- The lowest level taxons in the hierarchy will need to have ‘search criteria’ assigned. Refer to the assigning search criteria section below for more detail.
Assigning a Taxon's Search Criteria
The ‘Search Criteria’ is what Documoto will use to find results when an end user clicks on the final tile in the taxonomy hierarchy. When the final taxon is clicked, Documoto will perform a search (as it would in the ‘Search’ bar) based on the defined search criterion. For each taxon, the following Search Criteria can be defined:
- Category: the media category (or ‘media shelf’)
- Media Type: the media entity type (e.g. book, document, page/assembly, parts, media)
- General Search: the equivalent to a term searched in the ‘Search’ bar; may be an exact match or contains search
- Tag: a drop-down list of all available tags
- Tag Search Term: a drop-down list of the corresponding tag value for the selected tag above
- Note: the drop-down list will only display up to ten available tag values. All tag values, that have been applied to a Documoto entity and have access controls set, are searchable by typing in the tag search term field; searched terms are case-sensitive.
Applied search criteria will appear to the left of the taxon’s image. In the screenshot below, the search criteria for the ‘Parts Books’ taxon has been defined as:
- Category/Media Shelf: ‘Parts Catalogs’
- Tag: Product Family, Tag Value: ‘Raptor’
Taxonomy Best Practices
For the most accurate results, we recommend using tag values as much possible when defining search criteria. Be aware, when defining search criteria, available tag values will be populated by those tag values that have already been applied to media, rather than all defined tags in Tenant Admin.
Note: taxons do not take into account the hierarchy above it
For example, if you were to create a taxonomy that was structured by Machine Type > Model > Parts Books, you would need to add the ‘Machine Type’ and ‘Model’ as the search criteria for the ‘Parts Book’ taxon to ensure the correct results come back.
While you can apply as many search criterion to a taxon as you would like, we do not recommend over defining the criteria for a single taxon.
Documoto looks for the intersection of all applied search
criteria. In other words, in order for content to be returned,
it must meet all defined search criteria.
If Documoto cannot find content for which all defined search criteria applies, all content will be returned when a user selects that taxon.