Keywords

Keywords are descriptive words or phrases that can be added to a content record to help users find it in the library. You can organize keywords into groups to narrow your search; the name of the keyword group acts as a shortcut to your list of keywords. You can also add keyword aliases, terms that are associated with keywords, to help enhance search results. Typically, keyword aliases are synonyms or alternative spellings. For example, "e-mail" may be added as an alias for "email" and "client" may be added as an alias for "customer."

You can manage keywords, keyword groups, and keyword aliases from the (Administration > Application Data > Keywords) page.

Search teams

  • To search for a keyword, enter text into the search box at the top right of the grid, and click the Search Search icon icon or Enter.
  • To re-display all records in the grid, delete the entire entry in the box by clicking the X.

Filter the grid

Use the advanced filters to display specific records quickly on the grid.

  1. Hover over the column header until you see the Filter Filter icon icon appear.

  2. Click the Filter Filter icon icon to display the following dialog to set filtering parameters:

    • Text Columns: Select either Contains All, Contains Any, Matches Any, Matches Exactly, Starts with, Ends with, Is Empty, Is Not Empty, or Does Not Contain from the Operator dropdown menu. The Contains All, Contains Any, Does Not Contain, and Matches Any operators allows you to enter more than one value by pressing the Enter key after each value. The Starts with and Ends with operators allow you to enter a text value to find. The Is Empty and Is Not Empty operators do not require a value.
    • True/False Columns: Select either the Is True or Is False radio button.
    • Numeric Columns: Select either Equals, Greater than, Less than, Greater than or equal to, Less than or equal to, Not Equal to, Between, Matches Any, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending values of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.
    • Date Columns: Select either On, After, Before, Between, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending dates of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.
  3. Click Apply.

    4. Tip: To clear the filter, click the Clear Filter Clear filter icon icon in the header, and then click Clear. You can also click out of the filter dialog to close it.

Sort columns

  • To sort columns chronologically or alphabetically, click the column header name. The records will display in ascending order.
  • To switch from ascending to descending order, click the selected column header name again.

Select grid rows

  • Select your desired grid row(s) using the checkboxes or by clicking the rows and using CTRL+CLICK or SHIFT+CLICK to select multiple records.

Default v Compact column mode

You can switch between the default and compact column modes. Unless updated, the grid will remain in default mode. Compact mode shortens the height of the grid rows.

  • To switch between the modes, go to My Preferences within the header Profile menu and select the Default and/or Compact radio buttons.

Add new keyword

  1. Click Create Keyword.

    2. Note: If you want to immediately add a keyword to a specific keyword group, select the desired group from the Keyword Groups panel on the left and click Create Keyword.

  2. Enter the name of the Keyword(s). Use a linebreak (ENTER) between keywords to add more than one.
  3. Enter any Aliases. Use a linebreak (ENTER) between keywords to add more than one.
  4. Add the new keyword(s) to Keyword Group(s): 
    • Existing keyword group(s): Begin typing in the Keyword Group(s) field and available keyword groups will appear below. Select from an existing keyword group.
    • New keyword group(s): Type the name of the new keyword group into the Keyword Group(s) field. The + Add link will appear. Click + Add or ENTER. This new keyword group will automatically be added to the list of existing Keyword Groups in the left pane.

      • Note: Click the X icon to remove a keyword from a keyword group.

  5. Click Create.

Edit a keyword

  1. Use one of the following methods to edit a keyword: 
    • Hover over the keyword you would like to edit and click the Edit Edit icon icon. The "Edit Keyword" dialog displays.
    • Select the checkbox of the desired keyword, click the More Options menu at the top of the page, and select Edit Properties. The "Edit Keyword" dialog displays.
    • Double-click the row of the desired keyword. The "Edit Keyword" dialog displays.
  2. Edit the keyword as desired. See Add new keyword for more information.

Delete a keyword

  1. Use one of the following methods to edit a keyword: 
    • To delete a single keyword: Hover over the desired row and click the Delete Delete icon icon.
    • Select the checkbox of the desired keyword, click the More Options menu at the top of the page, and select Delete.
  2. You are prompted to confirm the deletion.

Add new keyword group

Organize keywords into groups to narrow your search. The name of the keyword group can act as a shortcut to your list of keywords.

  1. Click the + icon at the top of the Keyword Groups panel. The "Create Keyword Group(s)" dialog displays.
  2. Enter the name of the Keyword Group Name(s). Use a line break (ENTER) between keyword group names to add more than one.
  3. Click Create.

    4. Note: To edit a keyword group, hover over the desired keyword group and click the Edit Edit icon icon. To delete a keyword group, hover over the desired keyword group and click the Delete Delete icon icon.

Group or ungroup keywords

Select the keyword group from the left panel to see any existing keywords already assigned to that group.

  • To add a keyword to a keyword group: 
    1. Select All Keywords from the left panel.

      2. Note: If you want to add a new keyword to an existing keyword group, select the desired group from the Keyword Groups panel on the left and click Create Keyword.

    2. Hover over the desired keyword and click the More Options More Options menu menu or if adding multiple keywords to the same group, select the desired team checkboxes and click the More Options menu at the top of the page.
    3. Select Add to Keyword Group(s). The "Add to Keyword Group(s)" dialog displays.
      • Existing keyword group(s): Begin typing in the Keyword Group(s) field and available keyword groups will appear below. Select from an existing keyword group.
      • New keyword group(s): Type the name of the new keyword group into the Keyword Group(s) field. The + Add link will appear. Click + Add or ENTER. This new keyword group will automatically be added to the list of existing Keyword Groups in the left pane.

        • Note: Click the X icon to remove a keyword from a keyword group.

    4. Click Add.
  • To remove a keyword from a keyword group: 
    1. Select the desired Keyword Group from the left panel.
    2. Hover over the desired keyword and click the More Options More Options menu menu or if adding multiple keywords to the same group, select the desired team checkboxes and click the More Options menu at the top of the page.
    3. Select Remove From X. The "Add to Keyword Group(s)" dialog displays.