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After performing a search operation on content indexed data, you can categorize the search result items using Tags. Tags are user-defined property or information that can be assigned to search result items in order to categorize the search items and perform a search based on the associated tags at a later point of time. Tags are created by compliance users from the CommCell Console as well as the Search Console. Apart from user-defined tags, there are also pre-defined system tags created for different categories in the CommServe database by default. These system-defined tags are readily available for tagging purposes.
A Tag Set is a container that holds a set of tags. Tag Sets gives the user the ability to group all the tags created by the user in one location. It also provides the user the facility to either assign or remove all the tags in the tag set to a specific search item.
In order to implement the tagging feature, you need to activate the Data Tagging and Automated Content Classification licenses. See Activate Licenses for step-by-step information on activating a license.
The following section provides the steps for setting up and using Tags:
You can create/edit Tag Sets from the CommCell Console as well as the Search Console. For step-by-step instructions, see Create a Tag Set from the CommCell Console and Create a Tag Set from the Search Console.
Once the Tag Set is created, you can add or remove tags to a Tag Set. In addition, you can also share the Tag Set with other users and assign permissions to them to add or edit tags to the Tag Set. For step-by-step instructions, see Create/Modify a Tag from the CommCell Console and Create a Tag from the Search Console.
Once created, tag names cannot be modified. You can only modify the description of the tag from the CommCell Console.
You can associate or dissociate tags to search items from the Search Console. While the Search Console allows you to tag the documents interactively, the CommCell Console enables you to schedule the tagging operation using the Content Director Policy wizard.
For step-by-step instructions on associating tags from the Search Console, see Associate/Dissociate Tags from Search Console.
For step-by-step instructions on scheduling tagging operation from the CommCell Console, see Create/Modify a Content Director Policy.
For step-by-step instructions on performing a search operation from the Search Console, see Search for Data Using Search Console.
Whenever a new tag is created, it is by default enabled and hence can be associated to search items. When you disable a tag, it is prevented from being assigned to new search items. However, the tag will still be available in the advanced search options and can be specified as a search criteria.
For step-by-step instructions, see Enable/Disable a Tag from the CommCell Console and Enable/Disable a Tag from the Search Console.
In some situations, the compliance user might not want the end users to view the data that was tagged with a specific tag. In such cases, the compliance user can choose to show or hide the tag from the end user from the CommCell Console. This will show or hide all the search result items that were tagged using the specific tag for the end user . For step-by-step instructions, see Show/Hide a Tag from End User.
Tags can be deleted from the CommCell Console. For step-by-step instructions, see Delete a Tag. When you delete a tag, all the tag entries in the CommServe database will be deleted and thus would prevent users from selecting this tag for tagging operations and also perform search based on this tag. However, the items that are already associated with the specific tag are not deleted.
Once you create Tag Set, you can share the Tag Set with other users and assign permissions to them to add or edit tags to the Tag Set. For step-by-step instructions, see Share a Tag Set from CommCell Console and Share a Tag Set from the Search Console.
Users must have specific permissions to execute Tagging operations. Refer to the following:
For more information on setting user permissions, see User Administration and Security.
The tagging operation involves associating specific tags to selected search items. Whenever a search item is tagged, the Content Indexing Engine updates the search item with the tag information. After submitting the tags to the content indexing server items are indexed with tag information and search based on the items associated with the tag can be performed after items are tagged.
The Search Console displays the tags associated with each search item in the search result page as well as the review set page. However, you will be able to assign tags to the search items only from the review set page. You can associate one or more tags to a search item . For step-by-step instructions on associating tags from the Search Console, see Associate Tags from Search Console.
When you associate a tag to search items in a review set, you also have the option to synchronize the tags with the Content Indexing Engine. Associated tags that are not synchronized with the Content Indexing Engine are called Review tags. These tags will be associated for the search item in the specific review set only and will not get reflected for the same search item in other review sets. When you synchronize the tag with the Content Indexing Engine, they become Search tags and will be available for the search item in all the review sets. Also, you will be able to search for the specific search item based on the search tag from the Advanced Search window. In addition, you can also filter the search items in a review set based on the Review tags. For more information, see Data Discovery and Search.
The new tags associated with the search item will be stored in the Web Search Client. This information will be available in the Web Search Client as long as the search items with the tags are present in the review set.
Whenever a tagging operation is initiated from the Search Console, an Information Management job is submitted in the job manager. If the job is killed prior to completion, the tags will get associated with the selected search item as Search tags; however, the tag will not get indexed with the search item during the next content indexing operation and hence you cannot search for the item based on the specific tag.
You can associate or dissociate tags as part of Content Director Policy operation from the CommCell Console. In addition, you can also define the search query based on tags from the Content Director Policy. Content Director Policies can be scheduled or run immediately. Whenever a Content Director Policy is executed, an Information Management job is submitted in the job manager. During this process, the search query is sent to the Content Indexing Server, which in turn returns the number of items to be tagged.
A Legal Hold backup operation will also back up the tags associated with the search item. When the Legal Hold backup is content indexed, these tags are automatically detected and sent to the Content Indexing Server for content indexing.
Legal Hold operation can only backup the tag information of a search item as stored in the Web Search Client. If new tags are associated to the same search item from the CommCell Console before the item is legally held, these new tags will not be backed up as part of the Legal Hold operation. For example, consider a case where a search item I1 with tags T1 and T2 is added to a review set. The user now adds two more tags T3 and T4 to the search item. When you Legal Hold this search item, the tags T1, T2, T3, and T4 are also backed up along with the search item. Now, before the item is legally held, the user adds T5 and T6 tags to the same search item from the CommCell Console. In this case, the Legal Hold will not back up the new tags T5 and T6. If you need to Legal Hold the latest tag information, you need to query the search item once again from the Search Console, add it to the review set, and then perform a Legal Hold operation.
For more information on Legal Hold, see Legal Hold.
Operations performed with this feature are recorded in the Audit Trail. See Audit Trail for more information.
During a data aging operation, the search items in the Content Indexing Engine gets pruned along with the associated tags. For more information on pruning data on the Content Indexing Engine, see Content Index Pruning.
For detailed information on pruning data, see Data Aging.
For information on License requirements for Tagging, see License Requirements.
A new option is added to the Job Summary Report to report all Information Management Jobs.
The CommCell Configuration Report now includes information on the tags created in the CommServe.