Managing Keywords

 

Overview

Keywords provide the ability to search thousands of files and return a set of results that are very much in line with your expectations. However, you must consider how you will set up the foundation of your keyword meta-base. There are two types of keywords in Imagespace, pre-defined and custom. By establishing early on the pre-defined keywords you will use in your library, you will make the process of tagging and searching your files most efficient.

You have full control over the categories and keywords you will use. The categories are different from one customer to the next, so the slate is blank and yours to customize right out of the box. By setting your pre-defined keywords right away, you can use them to tag incoming images immediately. You will use a combination of custom and pre-defined keywords to tag your files.

Imagespace makes tagging files very easy, but there is an iterative approach on how to tag. Usually, you will tag an entire batch of images with more general keywords and you might use a combination of custom and pre-defined keywords when doing so.

Once done, you might then come in and apply more granular keywords to individual images one at a time. At minimum, you want to apply a general round of keywording, and if you wish to be most thorough, you will come in and do a round of more specific keywording. Click here to watch a demonstration of our suggested approach of applying keywords to images.

 

Pre-Defined and Custom Keywords

Pre-defined keywords are completely customizable to your organization, but you should customize them right away so that you can begin tagging keywords immediately starting with your very first batch. When you add pre-defined keywords, they become available in all the right places. For example, when you are tagging a specific file, you will see them as checkboxes to be selected to tag that file with. When you are on the library search screen, you will also see these same checkboxes to search by. Placing a check in the box next to one will return all the files that were tagged with that pre-defined keyword. The other purpose of pre-defined keywords is so that you avoid multiple variations of the same keyword. For example, someone might tag a file with the keyword "teachers" (plural) while another person might tag a file with "teacher" (singular). Having this set up as a pre-defined keyword allows people to check that box, tagging the image, and helping maintain consistency in the use of keywords.

Custom keywords are simply keywords that you type in separated by a comma. These are attached to batches or even single files, and are attributed to a file when it is uploaded or edited. These keywords are not "registered" with the system like pre-defined keywords are. If all or part of a custom keyword is searched for, any images with the criteria will be returned. The more granular you get with custom keywords, the more refined your searches can become.

 

Categories

Categories act as a container or "parent" to keywords. This feature allows for keywords to be grouped together rather than simply existing in one large pool of tags.

 

Creating a Category

  1. On the Manage Keywords page, fill out the textbox next to the Add Category button with the name you wish to call the category.
  2. Click the Add Category button.
  3. The page will refresh. The new category should now be visible on the page.

 

Editing a Category

  1. On the Manage Keywords page, click on the category that you wish to edit.
  2. A textbox will appear in place of the category title, and it will automatically be populated with the title. Change this as desired. In order to cancel your changes, you will need to re-type in the original name of category, as their is no Cancel button.
  3. Click the Save button next to the textbox.

 

Deleting a Category

  1. On the Manage Keywords page, click on the category that you wish to delete.
  2. A textbox will appear in place of the category title, and it will automatically be populated with the title. Next to the textbox will be a Delete button; click it.
  3. A confirmation dialog will show. Click the OK button to continue to delete the category, or click the Cancel button to cancel the action.
  4. If you chose to continue deleting the category, the page will refresh and it should reflect the deletion (i.e. the category should no longer be present). If you chose to cancel the action, you will then need to immediately click the Save button next to the textbox in order to quit editing the category.

 

Keywords

Keywords are the actual tags for the image files. These can only exist under a category.

 

Creating a Keyword

  1. On the Manage Keywords page, near the top-right of the page, you should notice a dropdown, a textbox, and the Add Keyword button.
  2. In the dropdown, select which category that you want the keyword added under.
  3. In the textbox, type in the keyword.
  4. Once finished, click the Add Keyword button to create the keyword and to associate it with the chosen category.
  5. The page will refresh, and the new keyword should be present (and listed under the proper category).

 

Editing a Keyword

  1. On the Manage Keywords page, browse through the category listings to find the category of the keyword. Under the title for the category, all of the keywords associated with it will be listed. Click on the one you wish to edit.
  2. A textbox will show in place of the keyword, and it will be automatically populated with the keyword. Change the keyword as you wish.
  3. Click the Save button next to the textbox to save the changes. If you want to cancel the changes, you will need to re-type in the original keyword, and then click the Save button.

 

Deleting a Keyword

  1. On the Manage Keywords page, browse through the category listings to find the category of the keyword. Under the title for the category, all of the keywords associated with it will be listed. Click on the one you wish to delete/remove.
  2. A textbox will show in place of the keyword, and it will automatically be populated with the keyword. Next to the textbox will be a Delete button; click it.
  3. A confirmation dialog will show. Click the OK button to continue with the deletion, or click the Cancel button to stop the action. To quit editing they keyword after canceling a deletion, you will need to subsequently click the Save button, otherwise the editing textbox and the Save button and Delete button will still be present.