Managing asset metadata and tags in CMS Lite
Last updated on January 9, 2024By effectively managing asset metadata and tags, content editors can significantly improve the accessibility and discoverability of assets within CMS Lite.
On this page
Overview of asset metadata and tags
Unlike content metadata, completing metadata fields for assets is optional, with requirements defined by the client.
Metadata and tags are labels attached to digital files (like images or documents). They provide important information about the file, such as what it's about and who created it, making it easier to find and organize these files effectively.
Similar to Content Metadata and Tags, content editors can add information to an asset that will optimize search results.
Asset metadata and tags in CMS Lite play a crucial role in enhancing the searchability and organization of assets.
Tips for effective metadata and tagging
- Completeness: Ensure all mandatory fields are filled to avoid publishing issues
- Consistency: Maintain consistency in metadata across similar assets for better searchability
- Accuracy: Choose metadata and tags that accurately reflect the asset's content and purpose
Learn more about the importance of using good metadata
Creating and managing tags
Tags need to be created and managed by a CMS Lite user authorized to manage tag collections.
Collections are created and/or managed by content owners with guidance from Corporate Online Services. Please email the GDX Service Desk at gdx.servicedesk@gov.bc.ca for further details.
Bulk tagging
Bulk tags apply terms to multiple assets simultaneously. See the bulk tagging section for details.
Returning to the asset folder pane
To return to the Asset Folder Pane, click on the folder in the Asset Navigation Pane or the breadcrumb below the Banner.
Using the ? icon for field descriptions
When in CMS Lite, you can hover over the "?" icon for field descriptions.
Metadata tab in asset settings
Asset metadata is managed in the Metadata tab within asset settings.
There are 12 fields available for asset metadata.
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Asset metadata fields
Populating metadata fields
You can type to filter results or use the Term Picker to select terms.
| Field name | Description |
|---|---|
| Content type |
Select a type that best describes the asset.
|
| Keywords |
Use relevant and concise phrases, separated by commas.
|
| Description |
This should be a succinct summary of the asset.
|
| Synonyms |
This custom synonym input field (alternate search term) provides the content owner a method to apply search terms to a page that may not be found in the content.
|
| Language |
Helps search engines identify the page language.
|
| Audience |
Define the target audience for the asset.
|
| Creator |
Usually the name of the responsible ministry, department, or branch.
|
| Subject category |
For classification purposes, like 'Education and Training'.
|
| Subject |
For classification purposes to further define the classification from the subject category, like 'Adult education'
|
| Security classification |
Aligns with the Information Security Classification Framework (PDF)
|
| Security label |
Aligns with the Information Security Classification Framework (PDF)
|
| Publication date |
Sets a date for search criteria and print copies
|
Add asset metadata
With the exception of text fields, there are two options for populating the fields with the controlled schema (taxonomy):
Option 1: Start typing
- Click in the field and start typing to invoke the filtering function
- Click on the applicable result to populate the field
Option 2: Use the term picker
- Click the [Add] button to invoke the Term Picker
- Search or Navigate to the applicable term(s)
- Click [Select] to populate the field
Tags tab in asset settings
Tag collections may include a mix of term pickers, dropdown lists, and free-form text fields.
Add asset tag collections
To add an asset tag:
- Click on the [Add Tag Collection] action button. The Tag Picker will be displayed
- Search or Navigate to the applicable tag collection and [Select]. The Tag Collection is added
- Tag collections can be varied depending on what field types are used when created. The sample above consists of combination of the following field types:
- An [Add] button which invokes a Term Picker to select from a controlled vocabulary
- Drop-down list with pre-defined options to populate the field
- Free-form text with a maximum character length
All mandatory fields must be completed or the asset will fail to publish.
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