Label and organize your content with tags Updated August 27, 2024 15:33 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 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 Manage Tags 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 properties. The tag’s properties pane includes the following sections: Name - This is used to manage the tag’s name. Hover over the name to reveal the pencil icon. Overview - This displays the tag’s Origin (shared, local, or external), the Library it belongs to, and the date the tag was created. This section can not be modified. Organized in - This is used to manage the tag’s categories. Usage - This displays where 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. Note: This requires AI tag translations to be enabled. See the Translate tags with Showpad AI article for more information. You can update the following properties: Name - Click on the name of a local tag to edit it. Note: You cannot edit the name of a shared or external tag. Organized in - Click the pencil icon to edit where the tag’s category. Translation - Click the pencil icon to modify the translation settings. You can read more about these settings here. Click Save changes after editing each section. 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 properties. 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. 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 it or select from the Tags dropdown list. When ready, click the Replace button. 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. Select a tag to delete. Click either: on the tag to open its properties. Click the trash icon. the tag’s three dot menu and select the Delete option. Confirm the deletion and click 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 the deletion and click 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 on the All tags page, click the Create Tags button. Paste the tags in the Tags field and select Create. If you want to categorize them, you can sort the All Tags table by the Created column, check their checkboxes, click the Move to option, and select a category from the dropdown list. Happy organizing! 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 Read More about tags in the Admin App! Categorize your tags in a hierarchy Share tags across Libraries/Divisions Translate tags and tag categories with Showpad AI Learn how this feature works in the current Online Platform. Related articles Categorize your tags in a hierarchy Configure Automated Content Builder data nodes Use Smart Folders to organize assets automatically Add tags to label and categorize your content Edit multiple assets simultaneously