Managing taxonomies and tags in Sophora Web

To get started, select Tags from the navigation pane. This view displays a list of all available taxonomies. To manage specific tags within a taxonomy, click the Tags icon (list view) next to your chosen entry.

Managing tags within a taxonomy

The Tags view allows you to:

• Search tags by label or synonyms.
• Filter the table by properties like blocked status, type, or dates.
• Sort the table data based on specific properties.
• Add, edit and delete tags directly within the table.

Technical Note: Each tag consists of a unique ID, a label, and other properties. Sophora stores the ID within documents, not the label. This means you can update a tag's label or synonyms without needing to update every document using that tag.

Add a tag

To add a tag to a taxonomy:

1. Click or tap "Tags" in the main navigation.
2. Open the specific list of tags via the Tags icon.
3. Click or tap the Plus icon on the right side of the table.
4. Enter the tag details in the new table row.
5. Click the Disk (Save) icon.

Edit a tag

To edit a tag:

1. Click or tap "Tags" in the main navigation.
2. Open the specific list of tags via the Tags icon.
3. Click or tap the Pen icon for the target tag.
4. Modify the details inline.
5. Click or tap the Save symbol (disk icon).

Block tags from future use

To block a tag:

1. Click or tap "Tags" in the main navigation.
2. Open the specific list of tags via the Tags icon.
3. Click or tap the Pen icon for the target tag.
4. Toggle the Block checkbox to prevent future use.
5. Click or tap the Save symbol (disk icon).

Delete a tag

To delete a tag:

1. Click or tap "Tags" in the main navigation.
2. Open the specific list of tags via the Tags icon.
3. Click or tap the Trash Can icon for the target tag.

See a list of documents using a given tag

To see a list of all documents using a given tag:

1. Click or tap "Tags" in the main navigation.
2. Open the specific list of tags via the Tags icon.
3. Click or tap the Context Menu (dots icon) for the target tag.
4. Select Find tagged documents from the menu.

Export all documents using a given tag (coming soon)

To export all documents using a given tag:

1. Click or tap "Tags" in the main navigation.
2. Open the specific list of tags via the Tags icon.
3. Click or tap the context menu (dots icon) for the target tag.
4. Select Find tagged documents from the menu.
5. Click or tap More options (...) next to the table of documents.
6. Select Export to Excel.

Bulk edit all documents tagged with a given tag (coming soon)

To bulk edit all documents using a given tag:

1. Click or tap "Tags" in the main navigation.
2. Open the specific list of tags via the Tags icon.
3. Click or tap the Context Menu (dots icon) for the target tag.
4. Select Find tagged documents from the menu.
5. Click or tap More options (...) next to the table of documents.
6. Click or tap Bulk Edit.

Managing taxonomy documents

Taxonomies themselves are represented by configuration documents. You can customize the taxonomy’s name, description, thumbnail, and allowed tag types.

Configure a taxonomy document

To edit a taxonomy document:

1. Click or tap "Tags" in the main navigation.
2. Select the Boxed Arrow icon for the desired taxonomy.
3. Edit the properties in the editor.
4. Click or tap Save.

Create a taxonomy (coming soon)

To create a taxonomy document:

1. Click or tap "Tags" in the main navigation.
2. Click or tap the Plus icon on the right side of the taxonomy overview.
3. Edit the properties in the editor.
4. Click or tap Save.

Delete a taxonomy document

To delete a taxonomy document:

1. Click or tap "Tags" in the main navigation.
2. Select the Boxed Arrow icon for the desired taxonomy.
3. Click or tap Delete.

Technical notes

Migration mode

Tags in Taxo use IDs and labels. During migration from older Taxo versions, Sophora automatically assigns IDs based on existing labels to ensure older documents remain compatible without requiring manual updates.

Tags vs documents

Unlike standard content, tags are not documents. They are stored in optimized database tables. This architecture prevents "document flooding" and ensures the system remains high-performing even when handling hundreds of thousands of tags.

Taxonomies have a document representation

While tags are stored in tables, the Taxonomy itself has a document representation. This allows configuration details to be managed both in Sophora Web and the DeskClient.