Manage and categorize your tags

Finding relevant content faster and within a clear system is valuable. Use tags to sort your content so assets can be located effortlessly. Tags can also be used to display assets in Smart Folders and interactive Showpad Experiences automatically. In addition, they play a key role in using Content Recommendations in Salesforce.

When working on your Showpad content and course structure, you may need to edit your tags for various reasons.

• Adding additional spelling variations
• Introducing new descriptions to assets
• Removing tags that are no longer needed

Tags can be organized into multi-level categories and edited in bulk, ensuring a seamless update process without impacting the existing content structure or user experience. Without using categories, tags will be auto-categorized alphabetically.

Because these tags may be affiliated with current courses and assets, it's essential that you can edit tags without affecting your existing content structure. You can see which tags are currently in use and then easily modify your content configuration with multiple ways to manage tags.

Note: If your company uses Divisions, we recommend consulting this article. It explains how shared tags can help you build a "shared taxonomy" across your enterprise environment.

See how it works

Key features

• Edit existing tags without breaking the current structure
• Categorize tags into multi-level groups based on the 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

1. In the Online Platform, choose Library, the Division of your choice, then Tags
2. Create new tags by typing in the bar and clicking Create
3. Edit or delete your current tags
4. Categorize your tags by creating categories and then dragging and dropping the tags

Do this step by step

• Manage your tags
• Group tags by category
• Use Excel to copy and paste a list of tags
• Best practices for managing tags

Manage your tags 

1. Navigate to Library, select a division, then the Tags tab. Locate specific tags by using the search bar in the upper right.
   
2. To create new tags, type them in the top center bar, separated by commas or hitting enter, then click Create. To remove a new tag before you click Create, click the x on the tag.
   
3. You can delete tags in bulk by selecting several at once, then clicking Delete in the upper right.
   
4. To delete an individual tag, select it to open the details pane, click the three dot menu, then select Delete tag.

   You cannot delete tags that are in use. Check the Used in sections of the details pane to see if the tag is in use.  If you still want to delete the tag, first remove it from any smart folder, page asset block, CRM recommendation, saved filter, and/or photo album.

   
5. In the details pane, you can see how many assets the tag is Assigned to. You're also shown how many Experiences, Pages, filters, photo albums, and Homepages the tag is Used in.
   • In the Assigned to section, click on assets. The assets and Pages with the tag are listed along with all other tags assigned to each asset. You can sort the assets by Name.
   • In the Used in section, click on Experiences, Pages, saved filters, photo albums, or Homepages to see a list of each feature that uses the tag. The Experience list includes the node name that uses the tag. All lists can be sorted by Name.
   
6. To Replace one tag with another, select a tag to open the details pane, click the three dot menu, and then select Replace. Use the search bar to find an existing tag and click Replace.
   
7. To edit an individual tag, select it from the list, then click the Edit button in the details pane. When you edit the tag name, Smart Folders will still work and use the latest edited tag to select assets. You can include the tag in categories by selecting them or typing to create new categories.
8. You can also edit tags at the asset level in your Library. Select an asset, and navigate to the Tags section under Properties. The recommended tags will appear first if available. Click to select them. Scroll down to view the rest of your tag options and click Save.

Group tags by category

Create new categories of tags on the left side panel of the Tags tab. 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.

1. Click the plus symbol next to Categories 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.
2. 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. Click the small dots beside the tag's name to drag them into categories.
   
3. 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 dot menu and select Edit. Uncheck the box for Published, then click Update.
4. 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, all categories will be available for filtering by default.

Use Excel to copy and paste a list of tags

1. Create, arrange, or rearrange the tags you want to use in Excel.
   
2. We need a list of tags separated by commas. Add commas by using the formula =C1&","&A2 . Make sure you copy the first tag in field C1.
   Drag the formula down, and all tags will be added, separated by a comma.
   
3. Copy the tags.
   
4. In your Content Library, select the target Division, and choose Tags. Paste the tags in the center bar and select Create.
   
5. If you want to categorize them, you will see them appear in Uncategorized Tags after you create them and can repeat the steps in the Group tags by category section above. Happy organizing!