Using Tags to Organize Content

Below are the locations in which you can apply tags for content provisioning, or locations of where they can be used as an organizational tool in the platform.

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Using Tags to Provision Content

Provisioning typically means giving access to content inside of a panorama - it's the content a logged in panorama learner will see in a catalog widget for example. But it can also mean displaying content dynamically in design layouts.

Widget Interface

Use tags to provision content to various widgets by adding a tag-specific search query. Widgets can be added to various layouts by visiting Site > Site Builder > Layouts or Pages. 

For example, you could have a widget to feature new content on your homepage. If you've added a tag-specific query to the widget, instead of having to redesign the widget each time you wanted to update the displayed content, you could just add and take away a tag from content items.

If you do reference tags in queries (like in a catalog widget for example), the query needs to match exactly and is case sensitive. For example, if my tag is Food, my query should be tags:Food. tags:food will not work.

Because these queries are manually entered, there is no way to view where your tags are used in Widgets in the UI. We highly recommend managing this via Tag Descriptions in Tag Manager or outside of the platform.

Panorama Interface

Use tags to provision content to Panorama learners by visiting Panorama > Settings > Access.

You can also provision content to a Panorama as Purchasable Content in this same area.

Tag Filters are available on the Panorama list for Content Tag and Purchasable Tag. This way you can see which panoramas are affected by tags you have provisioned for your learners to have access.

You might create packages of content with tags, such as a Basic Package and Premium Package. You can assign a Basic Package tag to a given Panorama client while assigning the Premium Package tag to a different Panorama client, based on each client's contracted content access. Each client would then only see the content associated with their respective tag, which helps avoid human error and allows you to quickly and easily assign a group of content to the right learners.

Ecommerce Subscriptions

Save time by using tags to pull content into your subscriptions, instead of manually adding it. The prerequisite to this is already having your content tagged. Once your content is tagged appropriately, go to Ecommerce > Products > Select Your Subscription > Actions > Edit. Scroll down the page and fill in the Content Tags field with the tags from the content you want to pull into your subscription.

Outside of going into each Subscription, there is no way to filter on where your tags are used in Subscriptions in the UI. We highly recommend keeping track of this via Tag Descriptions in Tag Manager or outside of the platform.

Recommendation Assessment

When creating this assessment, you'll assign content tags to the answer choices. After completing the assessment, learners will be presented with content based on their selected answers and the corresponding tags.

Go to Courses >  Settings > Recommendation Assessment. See this article for more information about the Recommendation Assessment.

There is no way to filter on where your tags are used in Recommendation Assessments in the UI. You can always go into each Recommendation Assessment to view or edit the tags that are used. Because of this, we highly recommend keeping track of this via Tag Descriptions in Tag Manager or outside of the platform.

Admins and other roles with the required permissions can easily view, create, edit, and delete tags from a central location in Tag Manager. Tag Manager is accessible under Settings > Tags for Admins and users with the Manage Tags permission. Although you can assign tags in various places throughout the platform, this is the only interface where you can take these specific actions on tags.

You can also search for tags from this page. Tags are "search as you type" and it does not tokenize non-alphabetic characters for search, meaning you should try to search with your letters, not solely numbers.

Keep reading to learn more about how to manage tags!

Tags can only be created in the Tag Manager. Keep the following in mind when creating labels for your tags:

• Labels must be unique and they are not case sensitive
  • Cannot be a label being used for an existing tag or content folder
• Must contain at least ONE alphabetical character
• Cannot contain these special characters:
  • Double quote (")
  • Backslash (\)

To create a tag:

1. From your homepage, select Settings > Tags.
2. Select the + icon in the upper right corner of the page.
3. Create a Label for your tag.
4. Create an optional Description for your tag.
5. Click Save.
   

In Tag Manager, Managers can edit the tag label, which will update the label everywhere the tag appears across the platform, with one exception: content or catalog queries will not automatically update. Managers, however, will be notified that they must manually update any queries referencing the old label.

In addition to editing tag labels, the optional description field can also be modified. This field is useful for storing information such as where or why tags are being used.

To edit a tag and/or a tag description:

1. From your homepage, select Settings > Tags.
2. Click the Tag Label to open the tag for editing.
3. Click on the Label and/or Description field to begin editing.
4. Click Save.
   

Deleting tags are quite intuitive in Tag Manager, however, here are some things to keep in mind:

• Deleting tags is a global action and will automatically remove the tag from all objects where it’s been assigned (e.g. content, panoramas, events, etc).
• All content and catalog queries that reference this tag will need to be manually updated.
• After a tag is deleted, users can create a new tag in the future with the same label. The new tag, however, will have a new tag ID + will not be associated with any objects upon creation.

To delete a tag:

1. From your homepage, select Settings > Tags. 
2. Click on the Tag Label of the tag you wish to remove. 
3. From the pop up, select the trash can icon. 
4. From the confirmation pop up, select Yes, delete this tag.
5. The tag will automatically be removed from your tag list. 
   

You can individually add existing tags to your items, or for the content list, you can automate the process by bulk adding tags. When bulk adding, select up to 100 pieces of content and up to 10 tags at once for more efficient and streamlined content management. Here’s how:

Bulk Adding Existing Tags to Content Items

1. From your homepage, select Courses > All Courses.
2. View the main content list or the content list within any folder.
3. Select the checkbox next to any piece of content or choose all content on the page (up to 100 items) to apply the tag.
4. From the bulk actions menu that appears after selecting the checkboxes, choose the Tag option.
   
5. In the pop-up menu, enter the tag name in the Search and select tag (s) field and check the boxes next to the tags you wish to apply.
   
6. After selecting all the desired tags, click the Add Tags button.
   
7. You will be redirected to your content list, and the action will be complete.
   

Individually Adding Tags to Content Items

1. From your homepage, select Courses > All Courses.
2. Select the content item you wish to add a tag.
3. Select the Design step > Edit Catalog Settings.
4. Click the Tags container and select the tag you wish to attach to the content item. Alternatively, type the tag name into the Tags bar and select it from the drop-down.
5. Add as many tags as you need to.
6. Click Save.

You can individually remove existing tags from your items, or for content, you can automate the process by bulk removing tags. Select up to 100 pieces of content and up to 10 tags at once for a more efficient and streamlined content management experience. Here’s how:

Bulk Removing Tags from Content Items

1. From your homepage, select Courses > All Courses.
2. View the main content list or the content list within any folder.
3. Select the checkbox next to any piece of content or choose all content on the page (up to 100 items) to remove the tag from.
4. From the bulk actions menu that appears after selecting the checkboxes, choose the Tag option.
5. In the pop-up menu, enter the tag name in the Search and select tag (s) field and check the boxes next to the tags you wish to have removed.
6. After selecting all the desired tags, click the Remove Tags button.
7. You will be redirected to your content list, and the action will be complete.
   

Individually Removing Tags From Content Items

1. From your homepage, select Courses > All Courses.
2. Select the content item you wish to remove a tag.
3. Select the Design step > Edit Catalog Settings.
4. Find the Tags container and click the X on the chosen tag or simply delete text from the Tags bar with your delete or backspace key.
5. Click Save.

Tag views are available during custom report creation to filter data by tags. Here are some key points to note:

• When Admins edit a tag label in the Admin UI, it may take a few hours for the updated label to reflect in reporting.
• Folders (created on the content or events list in the Admin UI) will also display within the same list of tags in reporting.
• When Admins delete tags in the Admin UI, these deleted tags will still continue to show up in reporting.

Let's look at the tag views available in reporting: