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Overview
This article is for employees who create or edit knowledge articles and provides guidance on using tags, such as how to format them and recommended tags to use.
What Are Tags?
Tags are used on knowledge articles to create consistency in content, provide additional search options, and guide search prioritization. To avoid overwhelming the system with too many different tags, we will start with a limited set of tags and grow as usage dictates.
Formatting Tags
Words, Phrases, and Spaces
Use single words in each tag whenever possible and avoid lengthy phrases. If needed, format space between two or more words using a dash as seen in the example below. (Tags cannot be formatted with spaces in TeamDynamix)
Examples:
- Single word tag example: students
- Multiple word tag example: residential-life
Capitalization
For consistency, use no capital letters.
Examples:
- Correct example: students
- Incorrect examples: Students, STUDENTS
Recommended Tags
Here are the most common tags recommended for all knowledge articles. Best practice is to limit total tags to no more than 10.
Audience
This describes who the article is intended for. Use the following pre-defined audience options only (you can choose multiple):
- students
- faculty
- staff
- guests
- internal (An article that is NOT viewable by the public and contains information or instructions for professional staff and student workers)
- alumni
- emeriti
Example: Add the tags “students,” “faculty,” and “staff” to an article about changing StarID passwords.
Department or Division
This is the name of the department or division that owns and maintains the article. We recommend using the full name of the department or division, but common nicknames or acronyms can be used.
Example: Use the tag “residential-life” on an article owned by the Residential Life office. This tag should remain consistent on all articles owned by that department/division.
Related Software, Tool, or Service
This is a keyword to help with SEO or to curate and group content for marketing purposes. It is the name of the software, tool, or service that is the main topic or end goal of the article.
Example: Add the tag workday” article about how to log in to Workday.
Note: You can also add related Services on Knowledge Articles by using the “Related Services” option in the knowledge article settings. We recommend relating a Service to every article and enable the “Request Service” button to display (to do this, click on the “no” field and it will change to “yes”).
Other Tags
You may choose to add additional other tags for marketing, SEO, or grouping purposes.