What are tags?
Tags in the context of Dcisive allow users to gain insights for unstructured data within their organisation, thus playing a key role in efficient file discovery and organization. In simple terms, tags are "data about data" that helps users find, understand, and manage their digital files without having to manually go through the content.
Tags can be categorized into different types that enhance the search functionality:
Descriptive Tags: This includes information that describes the file, such as its creator, location of file capture or description. For instance, if you're searching for PDF reports captured against a specific asset, tags could include the user that completed the PDF, the business unit it belongs to, or tags related to its content.
Asset Tags: This type of tag describes the asset (physical or digital) for which the file was created. For example, if the digital file is a photo of an asset, the asset tag would describe the asset the photo refers to, including details like the asset ID, location, or any other specific attributes that help identify the relationship between the file and the asset. Asset tags are crucial for understanding the context of the file within a broader project or operational framework.
Administrative Tags: This manages the operational aspects of a file, such as the file's format, size, creation date, and who has access to it. This helps users filter or sort files based on these properties.
In the Dcisive platform, tags are displayed in a fixed panel on the right-hand side of the application. Users can click on any of the tags within this panel to search the platform for files associated with that specific tag value.
The details tab of the tags panel provides information specific to file properties, as well as the data collection that the file belongs to.
Finally, the location of the file is indicated per the screenshot below. Storage locations are further explained in Dcisive Admin Settings.
With Dcisive's search system, users can quickly find files by leveraging tags instead of manually browsing through folders. For instance, a user could search by author name, keywords, or even by date to find the right file instantly. Tags, in this case, acts as a digital label that makes file retrieval smarter and faster
Where do tags come from?
Tags play a critical role in the Dcisive platform, allowing users to search for, organize, and manage their digital files with ease. But where exactly do tags come from? In Dcisive, tags originate from several sources, including integrated systems and the file itself.
Source Systems: One of the main sources of tags in Dcisive is external source systems that provide critical information related to the files you manage. These systems capture provide tags that are associated with a specific assets, projects, or customers. Common examples include:
Asset Management Tags: tags from these systems include information about physical or digital assets. For example, if a file refers to a specific building or piece of machinery, the asset tags might include details like the asset ID, location, model number, or maintenance history.
Customer Relationship Management (CRM) Systems: for files related to customers, tags are often pulled from CRM systems. This could include customer details and cases raised by customers.
Enterprise Resource Planning (ERP) Systems: ERP systems provide tags that relates to operational and financial activities. If you are managing files related to business operations, these tags will reflect key data like order numbers and supplier details.
Metadata file analysis: Dcisive can also extract tags by analyzing a file’s content. For example, an image of a meter can be analyzed to capture the meter reading, manufacturer, and other details as tags, making it easier for users to search for specific content within the file. Further information regarding enrichment of metadata from file analysis is available here.