Managing Tags

Tags in Kantiv allow users to organize and categorize content efficiently, enhancing searchability and collaboration across teams. This guide will walk you through the Tag Center, the tagging process for files, and best practices to optimize content management.

What Are Tags?

Tags are metadata labels assigned to files, documents, or other content in Kantiv. They group content based on attributes like Client, Market Sector, or Region, enabling quick filtering and streamlined organization.

Benefits of Using Tags

• Quick File Retrieval: Tags make searching for specific content faster.

• Efficient Organization: Group files logically by project, client, or region.

• Improved Collaboration: Ensure all team members access relevant files with ease.

Viewing Tags

• Navigate to Settings > Tag Center > All Tags.

• Tags are grouped into categories like Client, Market Sector, and Delivery Method.

Adding, Editing, and Deleting Tags

Creating a New Tag

You can easily generate a new tag in the Tag Center to add to your collection of tags for your library.

1. Click "+Add New Tag" to generate a new tag group

   • Name your tag.

   • Select the tag category attributes. You can select single or multi-Select text, date, or URL.

   • Select the key visibility where this tag will be applied. You can have this tag appear on documents, people, project/opportunities, or companies.

   • Click Create to use your new tag immediately.

2. Generating tags manually or via CSV

   1. Select your new tag group on the left hand side

   2. To add tags manually, click "+New Value"

      1. Enter in the tag name and then click "+Add" to save

   3. To add tags via CSV, you can click Import CSV to upload a file.

Editing Existing Tags

To update the tag group

1. Click on the three dots to the right of the tag group and then "Edit"

2. Update the tag’s details.

3. Save changes to apply the updates.

To update individual tags within a group

1. Click "Edit" to the right of the tag.

2. Edit the tag name.

3. Click "Save"

Merging Tags

If you have multiple tags that can be combined into one, you can merge tags together and select the destination value for all files associated to be listed. This helps consolidate your tags to keep things organized and avoid duplication.

To merge tags:

1. Click "Merge" on the right side in the row of the tags to be merged.

2. At the top of the list, click "Merge"

3. Select the destination value for these tags to combine into.

4. Click "Merge"

Deleting Tags

If you have outdated, irrelevant, or unneeded tags or tag groups, you can delete them from your Tag Center. This will help keep your tags clean and organized from clutter and extra unnecessary tags.

To delete an individual tag:

1. Click on "Delete" to the right of the tag.

2. Confirm.

To delete a tag group:

1. Click the 3 dots to the right of the tag group and then click "Delete" in the dropdown menu.

2. Confirm.

Best Practices for Tag Management

General Practices

• Standardize Tags: Use consistent naming conventions across all tags.

• Review Regularly: Periodically clean up and merge duplicate tags.

• Train Your Team: Educate users on tagging policies and best practices.

• Utilize CSV Imports: For large-scale updates, use the import feature.

Tag Granularity

Different organizations structure their Files and Tags differently based on the size of the organization. The level of granularity you use should reflect the size of the company and the number of teams interacting with the system. Organizations with many departments or cross-functional teams generally benefit from more frequent and detailed tagging. Essentially, having more Tags and Collections make it easier to:

• Filter information across teams.

• Surface files by type, purpose, or department.

• Support more complex workflows.

Commonly Used Tags

There are two core Tag groups that are nearly always used by AEC firms universally:

1. Market Sector

2. Service

Be sure to set these Tag groups up so your uploads receive these Tags!

Tags are essential for organizing content in Kantiv. By leveraging the Tag Center and tagging tools, you can streamline workflows, improve searchability, and enhance collaboration across your team.

You can always find more information on Content Management in our Support Center. Please send any questions or feedback to Support@Kantiv.com.