Users assigned the Administrator role in Heretto CCMS can create a taxonomy and populate it with terms.

1. In the Main Menu in the top-left corner, click Taxonomy.
2. Click New Taxonomy.
3. Enter a label for the taxonomy.

   The Label field is the name of the taxonomy and is not visible to users outside of this interface. The Name field is used by the CCMS as a unique identifier and is populated automatically. At this point, you can still modify the value in the Name field. Once you save, you can still modify the label but not the name.

4. Click Save to create the new taxonomy.
5. Click the taxonomy to add taxonomy terms.
6. Click the existing term Unnamed 1 and, in the Label field, give it a meaningful name.

   Once configured, the name you give a taxonomy term in the Label field is visible to other users. The Name field is not editable for existing taxonomy terms.

7. Click Save.
8. Right-click the renamed term and do any of the following:

   • To create a new, top-level term, select Create Term Below.

   • To create a child term under the existing term, select Create Narrower Term.

9. Give the new term a meaningful name. Click Save.
10. Keep adding new terms as needed.
11. Once you are satisfied, click Save all changes.

You added a taxonomy in the CCMS and populated it with terms. It is not visible anywhere outside of the Taxonomy interface. You are ready to enable the taxonomy as metadata.

Users assigned the Administrator role in Heretto CCMS can configure taxonomy terms as metadata by associating taxonomy terms with a metadata category. As a result, you will be able to assign that metadata to files and and use it to search for files in the CCMS.

1. In the Main Menu in the top-left corner, click Metadata.
2. In the Category Name field, enter a name for the metadata category.

   If you have a number of metadata categories already present, scroll down to see the Category Name field.

   The metadata category is a grouping for your taxonomies and metadata. You can add one or more taxonomies and metadata within a metadata category. The way you set up your metadata categories in the Metadata interface is also how other users see it in the CCMS.

   

3. Click Add Category.

   A metadata category section is added.

   

4. Complete the following fields:
   1. In the Label field, enter a label.

      The value you add in the Label field is visible in the Content Library. The Name field is used as a unique identifier by the CCMS and is populated automatically. At this point, you can still modify the name. Once you save, you can still modify the label but not the name.

   2. In the Type drop-down menu, select Taxonomy.
   3. In the Values field, select a taxonomy structure.

      These are the taxonomy terms you want to associate with your metadata category.

5. Optional: To enable users to select multiple values, check Allow Multiple Selection.
6. To use the metadata for search filtering in the Content Library, check Search facet.
7. To enable the metadata so you can use it for search filtering and add it to files, check Enabled.
8. To prevent this metadata from being added to selected content types, in the Exclude from Content Type field, choose those content types.
9. Click Add Field, then Save Changes.

Your metadata category should look like this. Note the empty third row (expected).

Your metadata is now available in the Content Library in the Search tab and Resource Drawer. You can now apply metadata to files individually or in bulk operations.

You can add metadata to files individually in the Resource Drawer or to a group of files in a bulk operation. Users assigned the Administrator, Editor/Manager, and Author roles in Heretto CCMS can add metadata to files in the CCMS. Any user can use metadata to browse through files in the CCMS.

1. In the Content Library, click a file.
2. In the right pane, scroll down and select the metadata tag from the available options.

   

3. Close the Resource Drawer to save the changes.

   

4. Repeat these steps for any other file you want to add metadata to.

5. In the Content Library, select the files, folders, or maps you want to modify.

   To select a range of files and folders, select the first file or folder, press and hold Shift, and select the last file or folder in the range.

6. Right-click the selection and select Bulk Change > Metadata.
7. If you don't want to include the dependencies of a given map, like its child topics and submaps, clear the Include dependencies check box.
   Important:

   The Include dependencies option only includes the direct dependencies of the map. It does not include binary files (non-text files like images) present in the map.

8. If you don't want to change the resource-only files in a map, clear the Include resource-only files check box.
   Tip:

   For example, the resource-only files are your warehouse topics that have the @processing-role="resource-only" attribute assigned to their <topicref> elements. They are appended in a map but are not included in the output.

9. If you want to include all map dependencies, including its indirect dependencies and binary files (non-text files like images), select the Include all dependencies check box.
10. Select the check box next to the metadata category you want to modify.
11. In the Action drop-down menu, select one of the following options:

    Option	Description
    Add to existing	Metadata tags are added to the selected files. Existing metadata values remain applied.
    Clear field	All metadata tags in the selected files are cleared.
    Replace all with	All metadata tags in the selected files are cleared and replaced with the new tags.
    Find and remove these	Specified metadata tags are removed from the selected files.

12. In the Metadata drop-down menu, select the metadata to apply the selected action to.
13. Click Save.

Administrators can delete taxonomy structures that you no longer need.

1. In the Main Menu in the top-left corner, click Taxonomy.
2. Click the X button beside the taxonomy you want to delete.
3. Click Delete.
   Warning:

   If a deleted taxonomy is linked to taxonomy metadata, metadata values applied to your files will be lost. Values applied in taxonomy-driven attributes are preserved.

You must be an Administrator to access the Administration interface in the Dashboard

1. In the Main Menu in the top-left corner, click Metadata.
2. Click Delete next to the metadata category you no longer need to open the Delete category window.
3. Click DELETE and the window closes.
4. Click Save Changes to apply the deletions of the category.
   Warning:

   Once metadata category is deleted, metadata values applied to your files are lost. Therefore, you can consider disabling given metadata instead by unchecking the Enabled check box and saving changes.