Assigning documents

A document is assigned to a Taxonomy Node if the document has document tags that satisfy its Path. Referring to the example screenshot below.

Documents assigned to the "Conferences & Fora" taxonomy node in question must have these 2 document tags:

  1. "Corporate Functions" of tag category "Area"
  2. "Conferences & Fora" of tag category "Topic"

The assigned document may have more lower levels tags, if it is also assigned to its child nodes.

The following image shows a document assigned to a node on a taxonomy with 4 levels (note how the highlighted regions correspond).

Method of assigning documents

In a freshly created taxonomy, all documents are initially unassigned (therefore put in the Unassigned node)

A single or group of documents can be assigned to a taxonomy node by:

Assigning documents by dragging and dropping

In the document list, draggable icons 1 are found on the left column of the table.

Click and hold to drag it onto the target taxonomy node.

The document will be reassigned to the target taxonomy node and the taxonomy tags for the node path are created.

Figure 1: Drag and drop a single document onto a taxonomy tag

Multiple documents can be assigned at once by dragging the icon at the table column header 3.

Notice the floating box reads "Multiple Documents".

Once released on the target taxonomy node a confirmation dialog will appear. You can choose to assign the current page of documents or to all pages.

Figure 2: Drag and drop pages of documents onto a taxonomy node

Figure 3: Drag and Drop confirmation dialog

Drag and drop allows fine tuning of document assignment to the taxonomy, but it can be slow and tedious.

The Search function explained in the next section is more efficient.

Assigning documents by search

The search function provides a way to quickly select and assign multiple documents.

Use the highlighted search icon as in the screenshot below to open the search panel.

Figure 4: Taxonomy node search icon

The query settings

The search configuration panel will appear as a new tab panel, the original taxonomy tab will be temporarily disabled to avoid confusion.

Figure 5: Search configuration panel

You can specify multiple sets of document query in the search configuration panel. A set of document query is highlighted as region 1 in the screenshot above. The query language is same as that in the search page (see Search Query Pane). Unlike in search page, you can add another set of Search queries using the "New Search" button 2. The results from multiple sets of queries are OR-ed together, meaning a document only needs to satisfy any set of query to be selected.

If your taxonomy tag is used multiple times in different branches on the same level, you can switch to apply the query to "All Instances of this Tag" in option 3.

Press 4 "Save & Execute Search" to run the document query. The query will be remembered for the taxonomy node in question.

The search results

The search results for a taxonomy node are displayed in the "Search Results" tab panel of the "Documents" pane (4 in the screenshot below).

By default the search will capture all documents satisfying the query. To switch to filter out documents outside the current branch (i.e. not having the required parent taxonomy tags), click 5 and switch to "Search Results (Filtered)".

Figure 6: Search results for a taxonomy node

From the search results document list, you can click on the document title to view the content of the document.

The taxonomy tags column

Existing document tags related to the taxonomy are displayed in the "Taxonomy Tags" the rightmost column (6). Different colours are used to indicate the status of the tag in respect to the current taxonomy tag path.

Green if it is part of the current node path.

Red if it is outside the current node path.

Blue if it is a child tag on the current node path.

The current level tag is drawn with a thicker left border: Current Green / Current Red.

To tag and untag documents

Accept and assign the document to the current taxonomy tag by clicking the [+] icon in the first column (7). Alternatively, drag and drop documents in a way described earlier using controls in column 8.

Figure 7: Multi-document controls

To tag and assign multiple documents at the same time, click on the "hamburger" icon 9 to bring up the action menu.

Tag documents on this page: accept and assign documents on the current page

Tag documents on this page (if no other tags are present): accept and assign documents on the current page unless the documents are already assigned to a different node path (having "red" tags)

Untag documents on this page: remove and unassign documents on the current page that are already assigned to the current tag

Note: To apply across all pages, click on the 10 "All" icon for the corresponding action.

 

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