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Keywords

Overview

Managing keywords is critical to the success of your digital asset management project with OpenAsset.

OpenAsset allows you to tag files at the project and file level. Using project keywords is a powerful way of leveraging common project information. File keywords allow you to refine search by tagging metadata relevant to individual files.

The short video below shows you how to manage your keyword categories and keyword libraries in OpenAsset:

 

Manage Keywords

To manage your keyword structure, click "Manage" in the top navigation followed by "Keywords".


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Project vs File Keywords

Project keywords are used to describe the project as a whole. For example, the location, services provided, market sector, etc.

File keywords are used to describe an individual file. For example, whether the file is a photo or rendering, internal or external, etc. 

 

Keyword Categories

The first step in creating your keyword structure is to create the keyword categories. For example, "City" would be a category while "London" would be the actual keyword value. 

To create a category click "Add Categories" at the top of the page. 

 

AXO278_Manage_Keywords2.png

 

 

Edit and Delete Categories

Edit the name or location of the keyword category by clicking the "Edit" link next to the keyword category name. You can also "Delete" the category and all of it's keywords by clicking the "Delete" link next to the category name. Note: Delete with caution. If you delete a category all of the keywords will be deleted as well. 

 

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Add Keywords

To add keywords to the keyword category, click "Add Keywords" next to the category name. 

 

AXO278_Manage_Keywords3.png

 

Move Keywords 

You can move keywords to another keyword category by selecting the keywords you want to move and then clicking the "Move" button in the ribbon. You can then select the category destination for those keywords. 
 
 
AXO278_Manage_Keywords5.png
 

Merge Keywords

Merging keywords allows you to refine your keyword taxonomy as you develop use of OpenAsset. For example, you may wish to merge the keywords "Shops" and "Shopping Centres". This gives users easy options when they are searching for keywords.
 
To merge keywords firstly select the keyword category and the keywords you wish to merge. Multiple keywords from different categories can be selected at the same time. Once you've made your selections click "Merge".
 
 
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Delete Keywords

To delete keywords firstly select the keywords you wish to delete. Multiple keywords from different categories can be selected at the same time. Once you've made your selections click "Delete":
 
 
AXO278_Manage_Keywords7.png
 

Download

If you would like to download a list of all keywords into a csv file (this will open with Microsoft Excel) click the "Download CSV" button.
 

Keyword Count

You can use the keyword count facility to track how many images have how many keywords. This could be useful for a number of reasons including: finding images that need to be keyworded or images that have only a few keywords attached that need to be updated.
 
To do this type the following into the search box "kc" followed by > < = or : and then a number. So kc>2 would return all the images with more than 2 keywords, or kc=5 would return all the images with 5 keywords tagged.
 
  • Kc - keyword count
  • > - greater than
  • < - less than
  • = or : - equals

 

Assign Project Keywords to Multiple Projects at Once

You can assign a project keyword to multiple projects at once from the "Manage"->"Project Keywords" page. Just click the keyword, followed by the "Assign to projects" button.

Manage_Keywords_Assign to Multiple Projects.png

 

Then select the projects from the menu. 

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Assign File Keywords to Multiple Files at Once

You can batch edit any collection of files from a variety of projects using the carousel. Simply choose the files you wish to edit by browsing through your library and selecting the checkbox below your files. Then click on the 'Edit All' button located on the carousel.

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This feature allows you to quickly add or remove keywords to multiple files at once. On the right hand-side of the page in the the 'Keywords' tab are listed all the available and applied keywords for the selected files. The keywords that are applied to all files are highlighted in bold green:

Screen Shot 2018-07-26 at 14.02.0a.jpgWhile the keywords that are applied to some files are highlighted in pale green:

Screen Shot 2018-07-26 at 14.02.0a copy.jpgYou can add keywords to or remove them from all files by clicking on the '+' or 'x' symbols.

batch edit 1.gifAll the keywords in your company's keyword structure are listed within the 'Available Keywords' menu. In addition to the keywords applied to some or all of the files, the keywords highlighted dark grey are those which are not applied to any of the selected files. You can search for keywords using the search window.

batch edit 2.gif

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