In Documoto, tags are imperative to finding information quickly and easily. This article details the best practices for administrators creating Tags in Documoto.
- Getting Started
- Evaluate Your Content
- Tag Configuration Considerations
The first step to building a thoughtful tagging strategy starts by understanding what Tags are. In short, Tags are metadata attributes that can be applied to any entity within Documoto and used as searchable keywords so you can filter or refine data in the Library.
In general, tags are typically used to:
- Increase searchability on parts, pages, chapters, or media
- Categorize content, users, or organizations
- Classify content, users, or organizations
- Reference information that would otherwise not be on the entity
- Note boundaries
To understand the versatility and depth of Tags, you can refer to the below table to know where Tags can be applied.
|Where can I apply a tag?||What is the benefit?|
|Media (Book, Document, External Link, Image, and Video)||
|Tenant (Your Documoto Instance)||
Note: chapter, page part, user, organization and tenant tags
are not currently searchable in the Library
Evaluate Your Content
Now that you have a better idea of the types of Tags Documoto supports, the next step is to analyze your content and identify common or key attributes and information that should be captured utilizing tags. You can then determine where the information should appear in Documoto.
As part of this process, you should ask yourself two questions:
- How do you want your users to filter and find your content?
Are there any other pieces of information that might be useful to add to your parts, pages, chapter, or media outside of the name and identifier?
In the table below, you will see examples of common tags across the books, pages, and parts.
|Book/Media Tags||Page Tags||Part Tags|
Tag Configuration Considerations
The configuration of a tag will determine how it can be used in the Library. The three most important tag configuration components are:
- Input Type
- Applies To
- Search Properties
A tag's input type will determine how publishers will apply tags to entities. There are three tag Input Types:
- Text Field
- List Box
Text Field Input Type
When applying a tag, the Text Field Input Type requires publishers to type in text when applying a tag value.
List Box Input Type
When applying a tag, the List Box Input Type requires publishers to select from a predefined drop-down list of tag values.
As a best practice, list box tags should be utilized as often as possible for tags that have 15 (or less) values. This will ensure that publishers are applying tags uniformly across all entities.
Tip: tag values are case-sensitive. For example, 'Brand A'
and 'brand a' would be treated as unique tag values.
Range Input Type
When applying a tag, the Range Input Type requires publishers to input a numerical or alphanumerical range using prefixes and suffixes.
In general, range tags are used to capture serial number ranges, serial number breaks (e.g. 100-200), or year ranges (ex. 1998-2002).
The Applies To property allows publishers to set what entities the tag can be applied to.
When defining the Applies To property, consider which Documoto content should be returned when a user searches for or filters on a tag value in the Library. For example, when searching for a serial number, a user would expect the corresponding Parts Book to be returned. Given this, the serial number tag should be configured to only Applies To media.
As a best practice, only enable relevant Applies To entities to ensure tag data is applied at the appropriate level.
A tag's Search Properties determine how users will be able to search for and utilize the tag in the Library.
There are five Search Properties:
- Searchable Tag
- Search Boost
- Filterable Tag
- Filter values should be faceted
- Pin filter to search results page
The Searchable Tag property defines whether or not the tag is searchable in the Library. Tags that are simply used to classify content (ex. a 'Critical Rating' for parts) are not typically set to be searchable.
The Search Boost property allows administrators to boost the search relevancy of the tag. In Documoto, select system fields such as: part number, part name, page filename, page name, media identifier and media name have a 1.5 search boost to ensure these entities are the most relevant when searching within the Library. To ensure a tag is as important or more important than the system fields, add a search boost of 1.5 or higher.
The Filterable Tag property allows administrators to enable the tag as a Filter in the Library.
As a best practice, utilize the Filterable Tag property for commonly searched attributes such as: brand, product line, model, or year. For all Filters, define the tag Display Order so the most relevant Filters display at the top of the Filters+ drop-down list and lesser-used Filters are near the bottom.
Filter Values Should Be Faceted
The Filterable Values Should Be Faceted property allows administrators to define if the Filter should display all values as checkboxes within a list.
This property can only be enabled if the Filterable Tag property is enabled. Tag values should not be faceted if there will be over 1,000 unique values for that tag.
Pin Filter to Search Results Page
The Pin Filter to Search Results Page property allows administrators to define if the Filter should always be displayed in Search Results with the system filters Type and Categories.
This property can only be enabled if the Filterable Tag property is enabled.
If you need any help formulating a tagging strategy or need support setting up your tags, contact your Documoto Customer Success Manager or Documoto Support at firstname.lastname@example.org.