C18.2 Work with labels

How to add labels to files

1. Select some files
2. In the action buttons, choose Labels
3. Click on Add Labels.

4. A popup will open. You can type a text label or add an icon. To do the latest, click on the Label icon.

5. The icon list will open (you can scroll to discover more icons). Select an icon from the list.

6. Note that you need to hit return to enter it, just as you would when adding a keyword.

7. You can add more than one label at once.

8. Hit SAVE once you have added all of the labels you need.

• If the labels field has a controlled vocabulary you will be restricted in which labels you can enter to only those in the vocabulary.
• If you have more than one label field you will be shown a text box for each field so you can choose which field to put the labels in.

How to remove labels from files

1. Select some files
2. In the action buttons, choose Labels
3. Click on Add Labels.

Then, the process is the same to "Add labels".

4. You can type a text label or add an icon. Note that you need to hit return to enter them, just as you would when editing a keyword.

• You can add more than one label at once.
• You are not restricted by a vocabulary when removing labels as you may need to clean up labels entered before a vocabulary was applied.
• If you have more than one label field you will be shown a text box for each field so you can choose which field to remove the labels from.

Adding labels to a Space or a folder

Manage a space and go to the Metadata tab

OR Edit a folder and go to the Metadata tab.

If you add a label from a space or a folder metadata, it will appear on all the files in the folder for as long as the files are in this folder.

• If you remove the label here it will be removed from all the files within it.
• If you need to override the label on a single file you can do that too, just as you can for keywords—edit the metadata in the preview and click on the minus sign on any label in grey (which means that it is inherited from a parent folder or space).
• The label will be struck through and the minus sign will change to a plus sign indicating that the label has been removed. If you click on the plus sign again it will change back to a minus sign to show that it has been added again.

Restricting which labels can be used by using a Controlled Vocabulary

Controlled vocabularies work with labels just like they do with keywords.

You can add a controlled vocabulary in a Space's (or the Site's) Catalogue by editing the field and going to its Vocabulary (in the action on the right).

1. Select "New Vocabulary" to override any vocabulary from a parent space.
2. Add the labels you wish to restrict the field (enter the text or add an icon) then press the plus button.
3. Once you have all the labels you want to use hit save.

Adding a labels field to your site or space

If you don't already have a labels field or if you wish to have another labels field you can do this in your space or your site's metadata catalogue.

• Open the catalogue and go to the fields tab. Press on the plus icon (top-right) to add a new field. Choose a display type of Labels and give the field a name. Save the field.
• Note that you have to save the field before you will be given the option to add a vocabulary.
• From here you can also control all the usual things you can do with metadata like whether your labels appear in searches and facets.
• Don't forget to add your new field to a panel (and to add the panel to your space if you haven't already).