Configuring Enrichment tags

Enrichment Tags are meant to help users easily identify and sort documents according to internal initiatives or workflows. Searchable tags can quickly be added to documents as a means to refine search results.

Administrators create and manage tags in the system for all users. Users can then add tags to any documents returned in search results if their user role has Data Enrichment enabled. Once tags are added to a document a user can simply search by that tag and find all tagged documents.

A record of all Tag updates performed on documents by users is written to an audit index, including who updated, which document was updated, when was it updated, current tag(s), added tag(s), and removed tag(s). For more details read Viewing the Discovery Audit Index.

Tags should be unique, descriptive, and short. A meaningfully named tag will be easy to remember, easy to search for, and can clearly convey purpose.

Configuring new tags

1. From the Admin Panel, click Enrichment tags menu item

2. Click + Add enrichment tag

3. Provide a value in Name

   1. Names should be unique, identifiable, and meaningfully related to the reason they may need to be added to a document

4. If this tag is meant to be immediately available to users, toggle Enabled ON

5. Click Save changes

Updating existing tags

Administrators can disable, enable, or rename tags.

Disabling tags

A disabled tag is removed from the list of accessible tags provided to users. Disabled tags will not be available for users to add to or remove from indexed documents. Disabling tags allows administrators to place a tag on hold. Users cannot work with the tag until it is re-enabled.

1. From the Admin Panel, click Enrichment tags menu item

2. Toggle Enabled OFF for each tag you are updating

3. Click Save changes

Enabling tags

An enabled tag is added to the list of accessible tags provided to users.

1. From the Admin Panel, click Enrichment tags menu item

2. Toggle Enabled ON for each tag you are updating

3. Click Save changes

Renaming tags

When a tag is renamed it is updated in the list of accessible tags provided to users. This update does not affect documents with the previous name value.

1. From the Admin Panel, click Enrichment tags menu item

2. Overwrite the Name value for each tag you are updating

3. Click Save changes

Removing tags

1. From the Admin Panel, click Enrichment tags menu item

2. Click the X of the tag to be removed

3. Click Save changes

   1. Removed tags will not be available for users to add to indexed documents

   2. If an indexed document has a tag which has since been removed, it can still be removed from documents in the Enrichment view

Searching by tags

There are three ways to perform a search by tag name:

1. Enter the exact tag name as their search query keyword to find any document with the specified tag

   1. For this search method tag names that are unique, descriptive and short will yield the most refined search results

      1. Example, if a tag name of “Work Order” is specified as the keyword search, all documents with this tag and all documents that contain “Work Order” in other index fields will show in results

      2. Example, if a tag name of “Project Sept2022” is specified as the keyword search, only documents with this tag will show in results

2. Use an Advanced Search form that has been configured by the administrator to include the field enrichmentTags

   1. Administrators can either create a new form or update an existing form in Advanced Search

      1. Index field name = enrichmentTags

      2. Display name = something obvious to users that this is a field for enrichment tags

3. Specify a query operator in the main search bar

   1. enrichmentTags: “[name]”

      1. Example, enrichmentTags: “Project Sept2022”