Admin Guide: Tag Management

How Tags Work in the DAM

• Tags are freeform labels that portal users can add to assets (e.g. "summer", "outdoor", "hero-image").

• Unlike structured metadata fields, tags are created on-the-fly by users as they upload or edit assets.

• Tags are client-scoped -- each client/brand has its own tag namespace.

• Tags are case-insensitive: "Summer" and "summer" are treated as the same tag.

• Tags are searchable -- they are included in keyword search results.

• Popular tags appear in the Advanced filter panel (top tags by usage count).

Accessing Tag Management

1. Go to the DAM section in the backoffice and open the Tags tab.

2. You will see a list of all tags for the selected client.

3. Each tag shows its name, the number of assets using it, and its creation date.

Renaming a Tag

1. Find the tag in the list.

2. Click the rename/edit action.

3. Enter the new name.

4. All assets using the old tag name are automatically updated to the new name.

This is useful for correcting typos or standardising naming conventions.

Merging Tags

When you have duplicate or similar tags (e.g. "outdoors" and "outdoor"), merge them into one.

1. Select the source tag(s) to be merged.

2. Choose the target tag that will be kept.

3. All assets tagged with the source tags are re-tagged with the target tag.

4. The source tags are then removed.

Important: Merging is permanent -- the source tags cannot be recovered.

Deleting a Tag

1. Select the tag and click delete.

2. If the tag is in use (has assets assigned), you will see a warning with the usage count.

3. Deleting a tag removes it from the system -- it will no longer appear on assets, in search, or in filters.

Deletion is a soft delete -- the tag is deactivated rather than physically removed from the database.

Tips

• Review tags periodically to clean up duplicates, typos, and overly specific tags.

• Use merge to consolidate similar tags rather than deleting them (this preserves the asset associations).

• Encourage users to check existing tag suggestions before creating new ones -- the autocomplete in the portal helps with this.

• Popular, well-maintained tags improve discoverability significantly.

• Consider establishing tagging guidelines for your team (e.g. use singular forms: "landscape" not "landscapes").