In Elium, it is the combination of tags define by the admins and full-text search that is truly powerful. Tags allow you to:
- Qualify your documents with a unified vocabulary
- Perform a filtered search on themes, uses, types of content, etc.
- Trigger a precise distribution in the form of individual or shared alerts
- Support dynamic view creation with smart tabs in spaces
A good tag is:
- Univocal, it must always keep the same meaning whatever the context
- Unique, it must be alone to designate a particular term. Duplicates of tags in different categories are not recommended.
- Discriminating: It must really help to filter and reduce the amount of results in the search when selected
- Short: it must contain 2 words or even a maximum of 3 (it does not look like the name of a folder for example)
- With a field vocabulary, close to the user
To define your tags, first start with scenarios of what people look for most regularly. For example: our employees are always looking for documents by country, project stage, validation level, confidentiality level, products, manufacturing process, components, subsidiaries, sites, etc. All these search filters will define your main tag categories. Then, fill these categories with the appropriate tag lists. To help you:
- Look at the names of the folders and sub-folders in your repositories, they already give a first indication of the classification filters
- Look at the sections of your website, often the products, themes, services are mentioned and can already help to create some categories
- Interview the department that have a lot of documents: lawyers, HR, quality, etc. They can give you their main criteria for classifying information
Finally, don't be too granular and precise, the purpose of categories and tags is not to reproduce a complete filing plan or thesaurus.