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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. 





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. 




Add Keywords

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




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. 

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".

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":


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.

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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. Simple 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.





This feature allows you to quickly add file keywords. On the left hand-side of the page underneath the thumbnails of the files you will see a list of already used file keywords. Next to each keyword is a notation that represents how many files in your selection are already tagged with the same keyword. By clicking on the drop down arrow next to the keyword you can chose to apply that keyword to all or none of your selected files. Alternatively you can apply unused keywords by clicking on the tab at the top right of the page.

Any changes made in this section will be applied to all files from the carousel. When you have finished editing click the 'save changes' button located at the top left of the page.





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