About tags and categories
Managing categories and tags
Setting up the platform
Being GDPR compliant
A tag is a term or set of terms applied to content or to a profile. Used correctly, it is an effective sorting and selecting filter which facilitates access to relevant information.
The tag can perform several tasks, viz.:
- use standardized and harmonized vocabulary to qualify the object or subject of content
- indicate the value of usage or the nature of content (e.g. "competitive intelligence", "only in-house dissemination", etc)
- search for information that the search engine cannot detect (e.g. content language)
- be the trigger for targeted dissemination, from individual alerts or shared alerts
- support the creation of filtered and dynamic views in the space tabs
Moreover, as tags are collective and cross-functional in spaces (apart from exceptions defined by the administrator), they optimize global searching across the spaces.
Folders versus tags
Navigation or selection by means of combined tags offers a clever alternative to hierarchic classification.
- Tree-structured folders
- fixed, hierarchic tree structure
- single point of entry
- flat and dynamic structure
- as many entry points as there are tags
How do tags and categories behaviour?
In Elium tags of the same group can be organized in a coherent set called "category" (e.g. the tags "France" and "Belgium" in the "Country" category). The other tags, which do not belong to any group, are called orphan tags.
Only system administrators are authorized to create categories. Every category has different characteristics:
- optional or mandatory (at least one tag of this category has to be applied to content for it to be valid)
- open or restricted tags (the list of tags of this category is predefined by the administrator and cannot be enriched by the contributors)
- universal or dedicated to certain defined spaces
Except in the case of restricted categories, contributors have the possibility to create new tags at the moment of tagging and thus enrich existing categories or the list of orphan tags. It is up to the system administrators to keep the tag dictionary up to date.
Tags are collective. Everybody sees the tags attributed by all.
We advise you to:
- limit the number of categories
- create the most cross-functional categories
- check the proliferation of tags with the aid of closed suggestion lists, that means by limiting the category and preventing creation of tags in these categories
- avoid mandatory categories which do not encourage contribution
- give categories short and explicit names
Also note that:
- It is not possible to create subcategories: the approach is combinatory, not hierarchical. On the other hand, it is possible to create a category by level (e.g. a 'Country' category and a 'Town' category).
- There is no functional limit to the number of categories and tags that can be created, but in terms of usage and ergonomics around ten categories would seem to be a maximum.
Some categories that are useful for you:
- Type of content : news, press article, report, study, benchmark, etc.
- Language : French, Dutch, English, Romanian, etc.
- Sector/department : finance, law, communication, etc.
When should you tag?
Tagging will generally occur at the moment the user shares content (file, web page, collection, etc.), since it is one of the steps suggested while adding content. But tagging can also be applied in retrospect.