Label and organize your content with tags Updated January 17, 2025 19:48 Note: This article is about the new beta Admin App, which is still in development. Changes may occur. Please provide feedback directly in the beta app. In today’s fast-paced environment, quickly accessing relevant and related content in your Showpad Libraries is essential. The Admin App streamlines this for administrators via filters and, more specifically, with tags. Showpad tags are labels that you can add to assets and Courses. These simple yet powerful pieces of metadata are used to categorize, manage, and quickly locate your content. They may be small, but tags serve multiple purposes: Organization: Segment content using filters in your Showpad Libraries. Automation: Effortlessly distribute content to Smart Folders and dynamic containers. Search: Enable efficient filtering for users in the Content and Coach Libraries. Share: Unify categorization across your organization by sharing tags and tag categories. Analysis: Gather user and recipient insights. Tags play a pivotal role in using Content Recommendations within Salesforce. Two types of tags are available: local - tags you create (local), and external - tags that are automatically created by an integration with a third party application such as SharePoint. These tags are not editable. Tip: If you're using Libraries/Divisions, you can share tags across all of them. When combined with global file sharing, tags attached to assets in the source Library/Division will appear on the assets in the target Libraries/Divisions. See how it looks Key Features Easily label and categorize your assets and Courses Populate assets into dynamic Smart Folders, Pages, and Experiences Enables advanced searching for content and Courses Facilitates using Content Recommendations in Salesforce Target specific content analytics using filters in reports with up to 25 tags Edit existing tags without breaking the current structure. Edited tags will be reflected in current Smart Folder configurations Use Excel to generate a list of tags to add to the platform You need this to succeed The beta Admin App enabled Feature availability depends on your subscription package The quick way Create Tags Add tags while uploading new content Update tag properties Search and filter tags Move a tag to a different category Replace one tag with another Delete tags Use Excel to copy and paste a list of tags Best practices for using tags Do this step by step Note: Before creating tags, create categories to provide an organized structure for them. And be sure to review our Best Practices to get the most out of your tags. Create Tags You can create new tags via the Tags Library or when you upload assets. Via Tags Library Navigate to Libraries. If your organization uses multiple Libraries/Divisions, select the desired Library/Division from the top-left dropdown menu. Select All Tags in the Tags library. To create new tags, click the Create tags button. In the Tags textbox, enter the names of the new tags. Separate multiple new tags with commas. Note: Tag names are case-sensitive and must be unique. Press the Enter key to confirm the new tags. Showpad will perform a check to ensure duplicate tags are not created. To remove a new tag before you click Create, click the X on the tag. Optionally, you can assign the new tag(s) to an existing tag category by selecting the category from the dropdown list. Click the Create button. Tip: You can also create tags via the Add button on the Tag hierarchy page. Via Asset Upload Navigate to Libraries. If your organization uses multiple Libraries/Divisions, select the desired Library/Division from the top-left dropdown menu. Select All Files in the Files library. Click Add and select from the dropdown list: Upload files Select content from your local device.Click Upload & Continue when ready. In the tag column, enter one or more new tags or select existing tags from the dropdown list. To paste copied tags to multiple files, select the files and click Paste tags. Click Finish. Add a URL asset Enter the required information: Name and URL. Optionally add an Icon, Description, and set the asset property Options. In the Tags field, enter one or more new tags or select existing tags from the dropdown list. Click Add. Back to Top Update Tag Properties Navigate to Libraries, select a Library/Division, and select All Tags in the Tags library. Select a tag to update by clicking on it. This opens the tag’s details panel with the following sections: Name - This is used to manage the tag’s name. Click the pencil icon to edit it. Note: You cannot edit the name of a shared or external tag. Overview - This displays the tag’s Origin (Shared, Local, or External), the Library it belongs to, and the date the tag was added. This section can not be modified. Organized in - This is used to manage the tag’s categories. Click the pencil icon and select a category from the drop-down menu. Usage - This displays what the tag is Assigned to and the components that it’s Used in. This section can not be modified. Translation - This is used to manage the tag’s AI translations. Click the pencil icon and toggle the translations on or off. Note: This requires AI-powered Tag Translations to be enabled. See the Translate tags with Showpad AI article for more information. Click Save changes after editing each section. Back to Top Search and filter tags For All Tags and Categories In the All Tags and Categories page, you can search for tags and categories using the search bar. You can filter your results by: Status: Filter the results by Published or Unpublished categories. Assigned: Filter your results by tags that are assigned to Assets and/or Courses. Used in filter: Filter your results by tags that are used in Experiences, Pages, Homepages, Saved filters, and/or Albums. Click Clear filters to clear the selected filters. Click the column visibility icon on the right side of your columns to select which columns you want to be displayed. The Name column is mandatory. You can choose to check or uncheck the boxes to display Tag count, Status, Added, Last update, Assigned, and Used in filter columns. Click Save when you're done selecting columns. For All Tags In the All Tags page, you can search for tags using the search bar. You can filter your results by: Categories: Filter your results by the selected categories. Libraries: Filter your results by the selected Library/Division. Assigned: Filter your results by tags that are assigned to Assets and/or Courses. Used in filter: Filter your results by tags that are used in Experiences, Pages, Homepages, Saved filters, and/or Albums. Click Clear filters to clear the selected filters. Click the column visibility icon on the right side of your columns to select which columns you want to be displayed. The Name column is mandatory. You can choose to check or uncheck the boxes to display Origin, Library, Status, Added, Last update, Assigned, and Used in filter columns. Click Save when you're done selecting columns. You can sort your results by Tag name, Added and Last update by clicking the relevant column names. Back to Top Move Tags You can move local tags to another category in two ways: individually or in bulk. If a tag is shared, you must use its origin Library/Division to make changes to it. Individually Navigate to Libraries, select a Library/Division, and select All Tags in the Tags library. Select a tag to update by clicking on it. This opens the tag’s details panel. Click the move icon at the top of the panel. Select one or more categories from the dropdown list. Click the Add button. Bulk Navigate to Libraries, select a Library/Division, and select All Tags in the Tags library. Select one or more tags by checking their checkboxes. Click on Move to. Select one or more categories from the dropdown list. Click the Add button. Back to Top Replace Tags Navigate to Libraries, select a Library/Division, and select All Tags in the Tags library. Select a local tag to replace. If a tag is shared, you must use its origin Library/Division to make changes to it. Click either: on the tag to open its properties and then click the replace icon. the tag’s three dot menu to select the Replace option. Search for a tag by entering its name or select from the Tags dropdown list. When ready, click Replace. Back to Top Delete Tags You can delete local tags in two ways: individually or in bulk. If a tag is shared, you must use its origin Library/Division to make changes to it. Individually Navigate to Libraries, select a Library/Division, and select All Tags in the Tags library. Click either: on the tag to open its details panel. Click the trash icon. the tag’s three dot menu and select the Delete option. Confirm by clicking Delete. Bulk Navigate to Libraries, select a Library/Division, and select All Tags in the Tags library. Select one or more tags by checking their checkboxes. You can select all by selecting the checkbox in the table header. Click Delete. Confirm by clicking Delete. Back to Top 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 copy the first tag in field C1.Drag the formula down, and all tags will be added, separated by a comma. Copy the tags. Navigate to Libraries, select a Library/Division, and click All Tags. Click the Create tags button. Paste the tags in the Tags field and click Create. If you want to categorize them, you can sort the All Tags table by the Added column, check their checkboxes, and click the Move to option, and select a category from the dropdown list. Back to Top Best Practices Things to Consider Suggestions Define and document a set of tagging guidelines internally Set internal limits and rules around who should create and modify tags with specific guidelines. Be consistent with the naming conventions you agreed upon. Beware of grammar and formatting when creating or modifying your tags. Be mindful of tags with duplicate names While Showpad supports tags with duplicate names, each tag will operate independently of the other because each tag has a unique ID number. Failure to eliminate tag redundancy can lead to unexpected reporting, content, and Course management results. Use existing tags whenever possible. Avoid creating new tags when there might be an existing tag that fits your needs. Periodically remove unused tags. Avoid clutter by removing unused tags. Consider adding additional tags to increase usability for both admins and users Back to Top Learn how this feature works in the current Online Platform. Related articles Categorize your tags in a hierarchy Manage and categorize your tags Add tags to label and categorize your content Interact with buyers in Shared Spaces Bulk edit tags in Smart Folders