As you build out your content structure in Showpad, you may need to edit your tags in some situations. There may be lots of reasons, such as:
- adding additional spelling variations,
- introducing new descriptions to assets,
- removing tags that are no longer needed.
You can also organize tags into categories with multiple levels and bulk edit them. The goal is to facilitate a quick way to make the necessary changes without disrupting the user's experience or creating more work for yourself in the long term.
Because these tags may be affiliated with current assets, it's essential that you can edit tags without affecting your existing content structure. You can see which tags are currently in use by searching and scrolling. By providing multiple ways to manage tags, you can easily make modifications to your content configuration.
Tags are valuable to the administrator or any Promoted Member because you, as a team, can decide the organizational structure of your tags. Without using these categories, tags will be auto-categorized alphabetically. It is also valuable to users to find relevant content faster and within a clear system. Tags can also be used to automatically push assets into Smart Folders and interactive Showpad Experiences, and they play a key role in using Content Recommendations in Salesforce.
Note: If you need to make tags local by unlinking them from an externally linked content management system, read this article instead.
- Edit existing tags without breaking the current structure
- Categorize tags into multi-level groups based on criteria you set
- Use Excel to generate a list of tags to add to the platform
- Edited tags will be reflected in current smart folder configurations
The quick way to awesomeness
- In the Online Platform, choose Library, the Division of your choice, then Tags
- Create new tags by typing in the bar and clicking Create
- View and categorize your current tags by creating, selecting, or dragging and dropping them
Do this step by step
- In your Content Library, choose the Division you want to work in and then Tags. You will see your tags in the middle of your screen where you can locate specific ones with the search bar in the upper right, or create new ones by typing in the middle bar. Make sure to either add a comma or hit enter between tags so they separate properly.
You have the option to categorize your tags to making searching easier for your users and to keep your content organized in tiers. We will cover how to do that in step 6.
- Create new tags in the center bar, separated by commas or by pushing enter, then click Create. Edit or remove existing tags by clicking the corresponding icons.
- You can delete tags in bulk by selecting multiple ones at once followed by Delete in the upper right.
- You can also delete and edit individual tags. To edit, click the Edit button. To delete a tag, click the three dot menu then select Delete.
You cannot delete tags that are in use. The Status column will indicate if they are. If you still want to delete the tag, first remove them from any smart folder, page asset block, CRM recommendation, saved filter and/or photo album if you want to delete them.
- When you edit the tag name, Smart Folders will still work and use the latest edited tag to select assets.
- You can also choose to replace one tag with another by clicking the three dots beside the Edit button. Use the search bar to find a tag that already exists, and select Replace.
- Some admins find it easier to group tags by categories, and you can do so by creating new categories on the left side of the screen. Click the plus symbol next to Category to create a new top-tier category. To create subcategories, click the plus symbol beside the category you want to create a new one underneath.
- Group tags into the categories you've created by dragging and dropping them. You can pull them over one at a time or in groups by selecting them first. Clicking the small dots beside the name of the tag will allow you to drag them into categories.
- By default, tag categories are published, meaning the category is available to users for filtering content based on tags, for example, in advanced search. If you don't want the category to be seen by users in filtering, you can un-publish a category. To un-publish a tag category, hover over the category, then click the three dots and select Edit. Uncheck the box for Published, then click Update.
- Admins can also control which tag categories are available for filtering by Classic Experience. When editing a Classic Experience, click the gear icon and select Tag Categories. Select the categories of tags that should be visible to users when filtering content.
Note: If no tag categories are specifically selected then all categories will be available for filtering by default.
- Organize your tags into categories, from broad ones that encompass many pieces of content down to specifics to keep your library organized. Here is a list of our best practices.
- You can also edit tags at the asset level in your Library. Select the tag section, and if available, recommended tags will appear first. Click to select them. Scroll down to view the rest of your tag options and click Save.
Use Excel to copy and paste a list of tags
- Create, arrange, or rearrange the tags you want to use in Excel.
- We need a list of tags, separated by commas. Add commas by using the formula =C1&","&A2 . Make sure you copied the first tag in field C1.
Drag the formula all the way down and all tags will be added, separated by a comma.
- Copy the tags.
- In your Content Library, select the target Division, and choose Tags. Paste the tags in the center bar and select Create.
- If you want to categorize them, you will see them appear in Uncategorized Tags after you create them, and can repeat steps 6-8 from the above section. Happy organizing!
Best practices for managing tags
There’s an art to organization, and planning a structure before creating tag categories will go a long way toward making your content as easy to find as possible. Here are some of the best practices we use at Showpad to assist in your quest to attain the best library of content in the land:
- Organize your tags into categories, from broad ones that encompass many pieces of content down to specifics to keep your library organized.
- Three tiers per category should be the maximum, arranged from broad categories to specific tags. For instance, a parent tag of “Content Type” could have beneath it “Document” and under that, tags such as “pdf” or “doc.”
- If you aren’t sure where to put a tag, we recommend making a ‘miscellaneous’ or similar category. That way, you can see what’s been sorted and what remains in your Uncategorized tags section beneath the ones that have been given homes.
- Some organizations require a specific set of tags for each asset uploaded (e.g. at least one product tag, one collateral type tag, one industry tag, etc.). These categories should be arranged at the top of the category list, and relevant tags grouped beneath them. The order of the category tree will always be on par with how it has been set up by the tag manager. If you select that route, it will make loading new content and picking tags from the category list super easy.