Using tags, the UBCMS can automatically display content through a variety of components. Tags are most powerful on Shared Content.
Last Reviewed: January 26, 2023
Think of tags more as a tool to control HOW content should be displayed on your website, rather than as a description OF that content; e.g., a news article about a class studying pollution might actually be tagged as content for prospective students, and suitable for a news collection, and specifically stories dealing with environmental research.
Tags are special keywords that are attached to your pages as additional meta-data. This information can help with searches, but more directly, it is used by the UBCMS to cluster related content within one site, or across several sites, in lists or other collections. And through Dynamic Lists, tags can support searching and secondary navigation options.
Any author can add tags to their pages, especially general use tags (e.g. Audience, Location, Content Type), or those created specifically for your own website.
But before you start adding tags to your content, please understand how the tags are organized in the UBCMS.
For authors, tags are listed (and added) in page Properties, on the Basic tag. Please do not apply tags from another site's inventory without advance permission (e.g. from the Website namespace).
To request a new tag for your site's own use, or to propose a new tag for general use across the university, please complete the request a custom tag form.
If your unit will be managing a large collection of your own tags, Site Managers or Unit Web Leaders can ask the DCT Help Team about granting Tag Administrator permissions.
We suggest you start gently, by tagging a few sample pieces of content, to see if the effect is of business value.
Tags allow you to separate the production and publication side of your work flow. For example, you could have several authors generating shared content pages, tagged appropiately, but never actively placing the pages onto your live website.
The UBCMS can automatically display this tagged content by way of list components, with any new content appearing as soon as it is published in all the appropriate, predetermined channels. Content can appear in multiple places on your own site, or on multiple sites across the UBCMS. It can be split into several collections, or pulled together into one collection as you specify.
Tags are most effectively used when there are a lot of shared content pages in one folder, that naturally subdivide into a series of separate clusters or topics. For example, you might have a large folder of stories about your constituents, some focusing on students, some on faculty, and some on your alumni. You could then use tags to let the UBCMS channel those stories onto corresponding the alumni, student, and faculty pages of your site.
Tags are also an effective way of reducing your stewardship effort (or risk), by allowing you to maintain information on one piece of shared content that is then reflected on several or many places around your site. For example, your office's contact information might occur on every Web page, or in hundreds of news stories, yet located on one shared content page that can be updated in seconds.
Additionally, if many site authors use the same system of tags, it will eventually be possible to provide campus-wide collections of content to populate central Web pages, or to be shared by all units. For example, if each unit generates Faces and Voices stories, tagged by their audience (e.g. student, or faculty, or alumni), we can then generate pooled collections of these stories for all sites to display.
To assign a tag to your content, open its Page Properties. Tags are set on the Basic tab — click the little dropdown arrow to display a tree of available tags (see red circle in the picture).
In the tag tree, carefully click the (+) or (-) to expand/collapse the tree and not the folder/tag name. Only click the folder/tag name when you wish to add that tag to your page.
Click any tag from the dropdown to add it to your page, or click the tag again to remove it. You can also click the little X that is revealed beside the tag's name in Page Properties.
Each tab in the dropdown is a tag Namespace. The tags in Content Type, Location, Target Audience, and Target Website are available for your use.
Expert Tip: If you click into the tag box and type a word from the tag's name, the UBCMS will show a list of matching tags for you to select. You can even paste in the word (Ctrl-V) to speed up the tagging process.
To pull tagged content onto one of your Web pages, you need to use one of the list components, such as the List Builder, Full Width Carousel, News List, or Horizontal Slide Deck (see the Components Library for more details).
This is the standard and simplest way to list tagged pages.
This alternative way to list tagged pages allows for more complex configurations.
Lists built with tags will pull in not only content flagged with those specific tags, but also any content flagged with their child tags. For example, a list built on Target Audience: Student would automatically also include content tagged with its child tags Undergraduate and Graduate.
UB's News Center relies heavily on tags to deliver its stories onto the various topics pages, such as Arts and Culture, Business, and Law. The news releases are all produced in a shared content folder, and tagged with their appropriate topic(s).
Separately, each of the topic pages on the published website includes a News List component that draws on a matching news topic tag (e.g. Business) and is limited to just that shared content folder.
For production convenience, the news releases are actually stored in a series of nested year and month folders (2013/01, 2013/02, 2013/04 etc.). This makes it much easier for Media Relations writers to handle the stories, which date back to 1990. To prevent the UBCMS from accidentally also displaying these folders as if they were news releases, all of the news releases are also tagged using the Content Type: News Topic tag.
The Tag Report lists details for any of your pages that are currently tagged.
Below is a more complete list of the tags. General tags (e.g. Audience, Collection, Content Type) have been developed for broad use by all university offices, intended to help cluster content pages into collections of like objects. The Website tags are set aside for use by each UBCMS site for locally within their own pages. (Note that the namespaces are for use in managing the tags, and cannot themselves be used as tags.)
If you have questions about the general tags, or would like to explore developing your own tags, please contact the UBCMS Help Desk. If you have questions about the intent of tags established within a specific Website folder, please contact that department directly.
This namespace contains general purpose tags that specify for whom the content is intended (e.g. target population).
This namespace contains general purpose tags for grouping content that are department-neutral or campus-wide in nature.
This namespace contains general purpose tags that describe the content type or content template with which the content is built.
This namespace contains general purpose tags that specify your content is intended for, beginning with very general locations, but may expand later to include more specific sites.
This namespace of general purpose tags are a special series that match UBITNames.
A non-production experimental place. Tags destined for actual real-world use will later need to be REBUILT in a regular namespace. (Do NOT move tags--that functionality is not working properly.)
These tags are not topics. They are used to aggregate content intended FOR these sites. Each site is welcome to request their own 'folder' and then develop additional unit-specific tags in that area.
Some examples follow, but this namespace includes many more tags established by sites for their own use.
Warning, these tags are volatile and not intended for use outside that department's site -- use at your own risk!
Activate tags as soon as they are created to prevent complications on your published site.
Tag Administrators have the ability to create new tags. The DCT Help Team can assist you with creating new tags. If you wish to explore extensive use of tags on your site, contact us.
In the UBCMS, tags have the following form:
Tags are nested. The highest level is called the Namespace (e.g. Target Audience). Below that are one or more regular tags, each of which may have children. (Any except the Namespaces can be used to tag UBCMS content.)
Target Audience [namespace]
- Alumni [tag]
- Employee [tag]
- Faculty [tag, also child tag]
- Staff [tag, also child tag]
- Student [tag]
- Graduate [tag, also child tag]
- Undergraduate [tag, also child tag]
Please refrain from moving or merging tags until further notice. For more details, see this Known Issue.
Tags must be deleted by a Tag Admin or the DCT Help Team.
They can be deleted at any time, but if they have been published, they should first be unpublished so they are removed from the publishers.
As you begin to delete the tag, a confirmation screen warns you if they are used by any pages. The messages notes the volume of referenced pages, but only ten examples.
You do not need to remove them from use on pages, but before you delete a tag, you should first check its usage and adjust any pages you control, and alert impacted site owners, so that their content is not unexpectedly changed.
The Tag Console also provides a report of usage for each tag. Enter the console from the welcome screen. Click the hammer icon in the upper left, then Tagging. Navigate to the desired tag, select it, and open the side panel and the References browser (shortcut alt+2). The volume of references is provided, as well as the name of each page or asset. For pages, click the reference to see the path. There is no edit link, but the reference path can be copied for each page (not the assets).
Another way to audit page use is to put a List Builder on a page in Author, set to 'build using tags.' The references can be traced using the 'helper' links that appear in Preview mode, and you can actually edit each page for which you permissions.
Best practice: always unpublish a tag before you delete it.