18 Jul 2019

Use tags to categorise content

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Tags allow a user with edit rights regarding content, to categorise that content any way they see fit and then use those tags to find content within that category later; through either search or navigation techniques.

Adding tags to content

Tags can be added to content in the following modules:

  • Files
  • Wiki
  • Blog
  • Events

The same tags apply to every version of a file or wiki page. The input field for adding tags is the same for every module

A user with edit rights regarding content has the ability to add new tags or delete existing tags from content - but tags are not personal to you - they can be viewed by any other user with access to the content. 

Matching existing tags 

To match with existing tags within Collaborate, type the name of the existing tag into the Tags field and any matching tags that exist in any site within that instance of Collaborate will be displayed.

Matches are only made using the start of the word, so for example - if the existing tag is Test typing est will not match it, but typing Tes will.

Select the tag you want to use and that tag will be added in the Tags field:

Tags that are added to any site are added to a central database that is matched against when new tags are added in the future. Therefore, you should keep the tags generic in nature and do not include any confidential or personal information.

New tags 

If the tag does not already exist in the database, type the entire word or phrase and press Enter. The new tag will now be displayed:

Once a new tag is added it will be available immediately for any other user adding a tag elsewhere.

Multiple tags allowed 

Multiple tags can be associated with the same content in the same Tags field:

There is no limit to the number of tags that can be added and the newly added tags will be saved in the order in which they were added.


The same tag can only be entered once per content item. 

Deleting tags

To delete a tag, click the red x next to the newly added tag during the add tag process:

To delete a tag that exists on a file, within that file navigate to More actions > Edit details:

Click the red x to delete the tag. Click Save to save the changes.

If the tag you have deleted was the only instance of that tag being used in any site, once the tag is deleted it will no longer appear in the list of matching tags if another user enters matching text as that tag will have been deleted from the tag database

Similarly, if the only instance of a tag is associated with a single piece of content and that piece of content is deleted, the tag will no longer appear in the list.

Advanced search

Tags are very powerful as they permit a user to search for content across multiple modules that relate to the same subject, or even across all sites. For example, use the tag argentina in a file, wiki page, blog post or event in a site that involves Argentina. Then you can run an advanced search across all modules, filtering the tag as argentina, therefore results in all of these content areas will be returned.

Tag links

In addition, in the view screen of any content that includes a tag, click on the tag to run a search against all of the content in the same module in that site that uses the same tag. For example, using the tag release note in a blog post. When release note is clicked, it runs a search for that tag in any blog post in the same site.

To expand that search to include all modules, click All. To expand the search to include all sites, select All from the drop-down menu.

Tag clouds

Both the Blog home page and the Wiki module may optionally include a tag cloud, if configured by the Site administrator.

The basic idea of a tag cloud is that it lists in alphabetical order all of the tags used in a certain module, but indicates the relative popularity of each tag by adjusting its font size, e.g. larger tags are used more often. Clicking on a tag in the tag cloud will return the search results of all of the content in that module with the selected tag.

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