Build your first keyword category

In this tutorial, we’re going to add a keyword category to your taxonomy, tag assets with its keywords, and change a keyword to watch the change reach every tagged asset. Keywords are how people filter for assets, and how lenses decide which assets a page displays, so a well-kept taxonomy pays off across every portal. By the end, you’ll have a working keyword category with assets tagged from it.

This is part 2 of 3 in the asset librarian tutorials. Previous: Upload and prepare your first assets. Next: Manage your first assets from upload to deletion.

Prerequisites

To follow this tutorial, you need:

Access to Taxonomy and Assets in Platform Administration, through the Admin role for Administration Panel. The Client Admin role preset includes this. Each role’s permissions are listed in User role presets and permissions.
Two assets you can practise on, such as two of the assets from Upload and prepare your first assets.

Keywords you create here are visible to everyone who filters assets in your workspace. In a live workspace, agree new categories with whoever looks after your taxonomy first.

What we’ll create

We’ll create a category called Tutorial season with four keywords, and tag two assets with different keywords from it. Then we’ll rename one keyword and check that the tagged asset updates by itself.

The tutorial takes about 15 minutes, including the videos, in four steps:

Step 1: Create the category
Step 2: Tag two assets
Step 3: Rename a keyword
Step 4: Filter by your keywords

Step 1: Create the category

A keyword category groups related keywords, such as seasons, markets, or product lines.

Create a keyword category (1 min 17 s)

We’re going to create a category for seasons.

Navigate to Administration > Taxonomy.

The existing keyword categories are listed. In these screens, a keyword category is called a genus.
Select Create New Genus.
Enter Tutorial season as the name.

People see this name when they filter assets, so in real work choose names that follow a consistent format.
In the keywords field, enter Spring, Summer, Autumn, Winter, then press Enter.
Select Save.

You’ll notice that:

Tutorial season now appears in the list of categories.
Its four keywords are listed in its details, ready to use.

Separating keywords with commas lets you add several in one go.

Step 2: Tag two assets

A keyword does nothing until it’s on an asset. We’re going to tag one asset with Spring and another with Summer.

Navigate to Administration > Assets, and find your two practice assets.
Select the checkbox on the first asset, then select .
In the add keywords section, select Add, choose Tutorial season, then choose Spring.
Select Apply Changes, then Confirm.
Clear the selection, then repeat for the second asset with Summer.

You’ll notice that each asset’s information panel lists the keyword you gave it, under Tutorial season.

Step 3: Rename a keyword

Taxonomies change: a campaign gets a new name, or a market is split in two. When you rename a keyword, every asset tagged with it updates.

Manage categories and keywords (1 min 55 s)

We’re going to rename Summer to Summer sale.

Navigate to Administration > Taxonomy, and open Tutorial season.

If the list is long, use the search bar to find it.
Select next to Summer.
Change it to Summer sale.
Select Apply Changes.
Navigate to Administration > Assets, and select your second asset.

You’ll notice that its keyword now reads Summer sale, without you editing the asset at all.

That saves a lot of editing, and it’s also why renaming needs care in a live workspace. Deleting a keyword works the same way: it removes the keyword from every asset at once, and pages that relied on it may show fewer assets. Don’t delete anything in this tutorial.

Step 4: Filter by your keywords

Now we’ll use the category the way everyone else will: to filter assets.

In Administration > Assets, select Show Filters.
From the keyword list, choose Tutorial season, then Spring.

You’ll notice that only your first asset appears.

Remove Spring, and choose Summer sale instead.

Only your second asset appears. The same keywords appear in the filters on Content Portal assets pages.

The finished category

Here’s what we’ve built:

Category: Tutorial season.
Keywords: Spring, Summer sale, Autumn, and Winter.
Tagged assets: one asset tagged Spring, and one tagged Summer sale.

Keep the category and the tagged assets if you’re going on to the next tutorial, which uses them to build a lens.

Conclusion

In this tutorial, you’ve learned how to:

Create a keyword category and add several keywords at once.
Tag assets with keywords from a category.
Rename a keyword, and see the change reach every tagged asset.
Filter assets by keyword.

Next, continue with Create your first lens to use these keywords to control which assets a portal page displays. If you look after the asset library, continue with Manage your first assets from upload to deletion to manage assets over time, from bulk upload to deletion.

Manage taxonomy covers every taxonomy task, including adding localised names and deleting keywords. Understanding taxonomy explains how to plan a taxonomy.