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Tags

    Label and organize your content with tags

    • Updated

    Accessing relevant and related content in your Showpad Libraries is essential for productivity. Showpad makes this easier for administrators by organizing and connecting content through tags.

    Showpad tags are labels that you can add to files, Pages, 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 Content Libraries.
    • Automation: Effortlessly distribute content to Smart Folders, Pages, and Advanced Experiences.
    • 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.

    Tags can be from one of three origins:

    • Local: Tags created in the Division you’re viewing.
    • Shared: Tags created in a different Division and shared with the Division you’re viewing.
    • External: Tags automatically created by an integration with a third party application such as SharePoint. These tags are not editable.

    Tip: If you're using Divisions, you can share tags across all of them. When combined with global file sharing, tags attached to assets in the source Division will appear on the assets in the target Divisions.

    See how it looks

    AA-Tags.gif

    Key Features

    • Label and categorize your assets and Courses
    • Populate assets into dynamic Smart Folders, Pages, and Advanced 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 a spreadsheet app to generate a list of tags to add to the platform

    You need this to succeed

    Plan: eOS Expert, eOS Advanced, eOS Professional
    Permissions: Administrator, Promoted Member with Content permission

    The quick way

    1. Create tags in the Tags library
    2. Create tags while adding new content
    3. Update and view tag details
    4. Search and filter tags
    5. Organize tags into categories
    6. Replace one tag with another
    7. Delete tags
    8. Use a spreadsheet app to copy and paste a list of tags
    9. Best practices for using tags

    Do this step by step

    Note: Before creating tags, create categories to provide an organized structure for them. Be sure to review our best practices to get the most out of your tags.

    Create tags in the Tags library

    1. Navigate to the Libraries tab.
    2. If your organization uses multiple Divisions, select the desired Division from the top-left dropdown menu.
    3. Select Tags in the Tags section of the left side menu to open the Tags library.
    4. Click the Create tags button.
    5. In the Tags field, enter the names of the new tags. Separate multiple new tags with commas.

      Note: Tag names are case-sensitive and should be unique.

    6. Press the Enter key to confirm the new tags. Showpad will check to ensure duplicate tags are not created within the same Division. The duplicate tags will appear in red.
    7. To remove a new tag before you click Create, click the X on the tag.
    8. Optionally, you can assign the new tag(s) to new or existing tag categories by searching and selecting one or more categories from the Add to tag category dropdown list. To create new categories, type each one and press the Enter key. A warning message will appear if you add a duplicate tag to one or more categories. The duplicate tags appear in yellow.
    9. Click the Create button.

    Tip: You can also create tags via the Create button in the tag Categories library.

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    Create tags while adding assets

    1. Navigate to the Libraries tab.
    2. If your organization uses multiple Divisions, select the desired Division from the top-left dropdown menu.
    3. Select All Files from the left side menu to open the Files library.
    4. Click Add and select from the dropdown list:
      • Files
        1. Select content from your local device.
          In the Tags column, enter one or more new tags or select existing tags from the dropdown list. Alternatively, press CTRL+V to paste a list of tags separated by commas. New tags will be created, and existing tags will be selected.
        2. Optionally copy and paste tags:
          • To copy the tags from a file, hover over the tags section and click the Copy icon.
          • To paste the tags to another file, hover over its tag section and click the Paste icon.
          • To paste copied tags to multiple files, select the files and click Paste tags.
          • To paste copied tags to all added files, click the Paste icon at the top of the Tags column.
        3. Finish preparing your added files, then click Upload.
      • URL asset
        1. Enter the required information: Name and URL. Optionally add an Icon, Description, and set the asset property Options.
        2. In the Tags field, enter one or more new tags or select existing tags from the dropdown list.
        3. Click Add.
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    Update and view tag details

    1. In the Tags library, click on a tag to view its details and update it if needed. This opens the tag’s details panel with the following sections:
      • Unlink: If the tag has an external origin, you can click the Unlink icon to disconnect it from a synced library.
      • Name: Click the tag name to edit it. Click Save changes when done.

        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.
      • Organized in: To add the tag to one or more categories, click Categories and search and select one or more categories from the dropdown list. To create new categories, type each one and press the Enter key. To remove categories, click the X next to each one. Click Save changes when done.
      • Usage: This displays the files, Pages and Courses to which the tag is assigned and the components in which it’s used as a filter. Under Assigned to, click Assets (files or Pages) or Courses to view a list of items to which the tag is assigned. Under Used in, click a component (Experiences, Pages, Saved filters, Albums, or Homepages) to view the list of components in which the tag is used as a filter.
      • Translation: This is used to manage the tag’s AI-powered translations. Click a language to toggle the translations on or off. Click Save changes when done.

        Note: This requires AI-powered Tag Translations to be enabled. See the Translate tags with Showpad AI article for more information.

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    Search and filter tags

    1. In the Tags library, search for tags using the search bar.
    2. You can filter your results by:
      • Categories: Search and select one or more tag categories in the Division.
      • Libraries: Search and select one or more Divisions.
    3. Click Clear filters to clear the selected filters.
    4. To view and rearrange columns in the Tags library, click the Column visibility icon to the right of the columns.
      • Select columns to display. The Tag name column is mandatory. Check or uncheck the boxes to display columns. See the column description table for more details.
      • To rearrange the columns, click and drag the drag icon next to a column name.
      • Click Save when you're done. Your adjusted view is saved until you change it, and it will not automatically reset.
    5. You can sort your results by Tag name, Added, and Last update by clicking the relevant column names.

    Column Description
    Added The date the tag was added to the library.
    Assigned The total number of assets (files and Pages) and Courses to which the tag is assigned.
    Last update The date when any property of the tag was last updated.
    Library The Division library that the tag belongs to.
    Status The filter status of the tag.
    Used in filter The total number of filters within components (Experiences, Pages, Saved filters, Albums, Homepages) in which the tag is used as a filter.
    For example, a tag might be used as filter criteria for four Smart Folders within a single Experience. If the tag isn't in any other filters, the count will be 4 (the four Smart Folders) rather than 1 (just the Experience).

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    Organize tags

    You can organize tags in local categories individually or in bulk in the Tags library.

    1. Navigate to the Libraries tab.
    2. If your organization uses multiple Divisions, select the desired Division from the top-left dropdown menu.
    3. Select Tags from the Tags section of the left side menu to open the Tags library.

    Organize tags individually

    1. Click the three dot menu next to the tag you want to organize and select Organize.
    2. Search and select one or more categories from the dropdown list. To create new categories, type each one and press the Enter key. To remove categories, click the X next to each one.
    3. Click Add.

    Organize tags in bulk

    1. Select one or more tags by checking their checkboxes. You can select all by selecting the checkbox in the table header.
    2. Click Organize.
    3. Search and select one or more categories from the dropdown list. To create new categories, type each one and press the Enter key. To remove categories, click the X next to each one.
    4. Click Add.

    Alternatively, you can organize categorized tags with drag-and-drop in the Categories library.

    Organize tags with drag-and-drop

    1. Navigate to the Libraries tab.

    2. If your organization uses multiple Divisions, select the desired Division from the top-left dropdown menu.

    3. Select Categories from the Tags section of the left side menu to open the Categories library.

    4. Locate a tag within a category or subcategory by clicking the arrow next to a category to expand the view.
    5. Click and hold the drag icon next to the tag you want to organize. Drag the tag over a different category until it turns blue, and then drop the tag.

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    Replace tag

    When you replace a tag, it’s removed from the Tags library. The new tag replaces it for all assets and Courses it’s assigned to, and all filters it’s used in.

    Note: You cannot replace an external tag.

    1. In the Tags library, select a local tag to replace. If a tag is shared, you must select it in its origin Division. Click either:

      • on the tag to open its detail panel and then click the Replace icon.
      • the tag’s three dot menu and then select Replace.
    2. Search for a tag to replace the tag you selected. Enter the tag’s name or select from the dropdown list.
    3. When ready, click Replace.

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    Delete tag

    You can delete local tags individually or in bulk. If a tag is shared, you must select it in its origin Division.

    Note: You cannot delete an external tag.

    1. Navigate to the Tags library in the Libraries tab.

    Delete tags individually 

    1. Select a local tag to delete. Click either:
      • on the tag to open its details panel. Click the trash icon.
      • the tag’s three dot menu and then select Delete.
    2. Confirm by clicking Delete.

    Delete tags in bulk

      1. Select one or more tags by checking their checkboxes. You can select all by selecting the checkbox in the table header.
      2. Click Delete.
      3. Confirm by clicking Delete.

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    Use a spreadsheet app to copy and paste a list of tags

    1. Create, arrange, or rearrange the tags you want to use in a spreadsheet app like Excel or Google Sheets. List them one per cell in column A.
      Workbook1.png
    2. We need a list of tags separated by commas. To do this, copy the first tag into field C1. Then paste the formula =C1&","&A2 into field C2. Drag the formula down, and all tags will be added, separated by a comma.
      Workbook1.png
    3. Copy the tags.
      Workbook1.png
    4. In the Showpad Admin App, navigate to the Libraries tab.
    5. If your organization uses multiple Divisions, select the desired Division from the top-left dropdown menu.
    6. Open the Tags library.
    7. Click the Create tags button. Paste the tags in the Tags field and press the Enter key.
    8. Optionally, you can assign the new tags to new or existing tag categories by searching and selecting one or more categories from the dropdown list. To create new categories, type each one and press the Enter key.
    9. Click the Create button.

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    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

     

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