Add tags to label and categorize your content Updated November 07, 2023 07:00 Organizations upload and manage Courses and assets by using the Showpad Library. You, as an administrator, need to be able to pull up relevant and related content quickly. This can be done with the use of filters, and, more specifically, with tags. Tags are labels you can add to your assets and Courses. These tags are used to categorize, manage, and find what you need quickly. You can even use tags to automatically push assets into Smart Folders, Pages, and interactive Showpad Experiences. Your users can also filter by tags in their Coaching Library to quickly surface Coursework. In short, tags are a piece of metadata added to assets and Courses, used to organize (segment using filters in the Content and Coach Libraries) automate (distribute content to Smart Folders and dynamic containers) search (filters for users, filters for the Content and Coach Libraries) analyze (gather user and recipient insights) Showpad uses tag categories that can be placed in a tree-like structure. Tags are always the lowest level, meaning a parent tag category cannot have both tags and subcategories. This tree-like structure is only used to categorize and does not impact the actual tags. This means a tag always has the same value, no matter where it is placed in the category tree. You can use tags to categorize your content into sections going from broad to specific, which influences your searches and content analytics. They also play a key role in using Content Recommendations in Salesforce. Note: 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 works Key features Tags are used to label and categorize your assets and Courses Use tags to populate assets into dynamic smart folders, pages, and experiences Users can use tags to do advanced searching for content and Courses Tags are important for using Content Recommendations in Salesforce Create filters in reports to give you specific Content Analytics When creating filters, we allow using up to 25 tags Local tags are tags you created yourself External tags are tags automatically created by an integration (for example, Sharepoint) Examples of tags are: Type of document (i.e. spreadsheet) Language (i.e. English) Product range (i.e. tablet) Sales stages (i.e. prospect) Curriculum (i.e. onboarding) The quick way to awesomeness Add tags when uploading new content Add a tag to an existing asset in your Content Library Bulk edit multiple files to add a tag to multiple assets Add tags to Courses Copy and paste tags Replace one tag with another Good practices using Tags Do this step by step Adding tags when uploading assets From your Library, click the Add Content button. Choose how you want to upload content: Upload files: click this option to upload local assets stored on your computer. Add a URL: click this option to add URLs to your Experiences, collections, and smart folders. Import from…: click this option to import content stored in other apps like Box, Google Drive or Dropbox. Create Page: click this to create a new Page and add tags to it When you’ve selected the assets you want to upload, click inside the Add tags field and choose an existing tag from the drop-down list or type a new tag and press Enter to add it. You can add as many tags as you like. To remove a tag, click the cross in front of the tag name. Click the Upload button to upload your assets. Back to Top Adding tags to a single asset in your library Click the asset you want to tag in your library. The asset panel on the right has a Tags section. Hover over the type of tag you wish to edit and click the pencil icon. Choose to add existing tags by clicking on them from the menu.Recommended tags will appear first, followed by tag categories.Recommended tags are based on the title of the file to present relevant and related tags while organizing assets. If they are uncategorized, you will see them in alphabetical order. You can also add new or existing tags by typing into the box below the menu. Click Save.. To remove a tag, click the small x to the right of the tag name in the panel. Back to Top Adding tags to multiple assets in your library Select the assets you want to add a tag to. Click Edit. Click inside the Add tags field and choose an existing tag from the drop-down list or type a new tag and press “Enter” to add it. You can add as many tags as you like. To remove a tag, click the cross after the tag name. To read more about managing your tags, or adding existing tags from Excel, check out this article. Back to Top Adding tags to Courses Add tags to Courses during Course creation, or to Courses already within your Coach library. To add a tag to a Course upon Course creation, start typing a tag in the field to search for an existing tag, or select one from the drop down menu. To add a new tag here, type your desired tag, then click Add tag. Continue with Course creation. To add a tag to a Course within your Coach library, select the Course. In the Course detail panel, click the Properties tab. Hover over the tags section and click Edit. Start typing a tag to search, or select one from the drop down menu. To add a new tag here, type your desired tag, then click Add tag. When done, click Save. Copy and paste tags Quickly copy tags from one asset and paste them to another. This can be done with a single asset or in bulk. This functionality allows you to easily copy all the tags on one asset in a Smart Folder and paste them to another, quickly populating your Experiences with content. To copy tags, navigate to the asset you wish to copy the tags from. Hover in the tag section and click Copy. To paste the tags on a singular asset, select the target asset from the Library, and in the asset detail panel under the Tags section, click Paste. Choose if you want to add the copied tags to the existing tags on the asset, or replace the existing tags with the copied tags. You can view how many tags will be added, removed, and unchanged. If you choose to Replace existing tags, the number of tags to be removed will also be displayed.Note the removed number will only show if you've selected Replace existing tags.Click Paste once you've made your selection. To paste the tags onto multiple assets, select all target assets by checking their boxes in the library view. Then, click Paste tags. Choose if you want to add the copied tags to the existing tags on the asset(s), or replace the existing tags with the copied tags.In the columns, you can see how many tags will be added, unchanged, and removed per asset. For each asset, you can see which tags are associated with it, and which will be added, removed, or unchanged. Click Paste on selected assets when you're ready. Back to Top Replace one tag with another Under Tags, click the one you'd like to replace. Click the three dots beside the Edit button. Search for an existing tag that you would like to replace all uses of the current tag with. You cannot create a new tag here, you can select from ones that currently exist in your instance. Select the new tag and click Replace. To read more about managing your tags, or adding existing tags from Excel, check out this article. Back to Top Good practices when using tags 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 global tags.Avoid clutter by removing unused tags. Consider adding additional tags to increase usability for both admins and users Examples You can organize your tags in the following ways: Region Applicable for organizations that need to filter content based on region Ensures accuracy with Smart Folder logic Can be used in conjunction with Content Profiles Example tags: NA, EMEA, APAC, LATAM, USA, Canada, UK, France, etc. Language Beneficial for reporting analytics, Content Profiles, and folder logic Example tags: English (NA), English (UK), French, Spanish, German, etc. Internal Tagging Internal Use Assets will allow you to quickly filter your library to check permissions for files that should not be shared outside of your organization. Example tag: Use IUO (Internal Usage Only) to check permissions Asset Type Example tags: PDF, XLS, PPT, DOC,... Back to Top Related articles Manage and categorize your existing tags Creating Content Profiles for Dynamic Content Filtering Setting up auto-provisioning for Salesforce users Signing in on the Web app as an administrator Configure Coach reporting in Salesforce