AdvoLogix Matter Management

Assign Library Tagging Rules (legacy)

Updated May 13, 2021

In Salesforce CRM Content, tags are descriptive labels that help classify and organize content. Contributors can assign tags to their files, Google docs, or web links, to enable all library members to browse for content by tag. The tagging rule in a library determines how contributors can tag content; for example, the restricted-tagging rule does not allow contributors to create tags. Library tagging rules are optional. By default, library contributors can enter any tag.

Library Tag Rules

  1. On the Libraries tab, select a library from the My Libraries area.
  2. Click Tagging Rules and choose one of the following options:
    • Open Tagging - This rule places no restrictions on tagging. Contributors can enter any tag when publishing or editing content. While a tag is typed, Salesforce CRM Content autosuggests tags based on the contributor's recently used tags and the Popular Tags list.
    • Guided Tagging - This rule also enables contributors to enter any tag when publishing or editing content, but contributors are also offered a list of suggested tags. If you select Guided Tagging, the next step prompts you to enter the suggested tags that you want to recommend to library contributors.
    • Restricted Tagging - This rule requires contributors to choose from the list of suggested tags. If you select Restricted Tagging, the next step prompts you to enter the list of suggested tags.
  3. If you chose Guided Tagging or Restricted Tagging, click the link for auto-populating the Suggested Tags field and then edit, add, or remove tags as needed. If you do not auto-populate the Suggested Tags field, any new tags you enter in the field are added to the existing list of suggested tags in the library.
  4. Click Save.

Notes on Library Tagging Rules

  • Open Tagging is the default tagging rule.
  • If you publish, share, or move content to a library that uses restricted tags, you will receive an error if your content contains unsupported tags.
  • When you share content from one library to another, the most restrictive tagging rule applies. For example:
    • When content is shared between a restricted-tagging library and a guided- or restricted-tagging library, you can only choose tags that are common to both libraries.
    • When content is shared between an open tagging library and a restricted-tagging library, you can only choose tags suggested in the restricted-tagging library.
  • If a restricted tagging rule is applied after content has already been published in the library and the existing content contains tags that are no longer permitted by the rule, the tags remain assigned to the content until it is edited or revised. For example, if the Q3Forecast document has a market indicators tag and market indicators is not a suggested tag according to the new restricted-tagging rule, market indicators is removed from Q3Forecast only when a user publishes a new version of the file or edits the file's tags on the content details page.
  • Don’t use too many tags. The search engine helps users find specific content. Tags enable users to browse and subscribe. Excessive tagging creates unnecessary clutter.
  • You can't change or delete tag names. You can remove tags from a document, but that doesn't delete the tag.
  • Tags are case insensitive. You can't have two tags with the same name even if they use different upper and lowercase letters. The case of the original tag is always used.
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