Yadle launches File Intelligence
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With so many files and information stored on our computers, servers, or other devices, it can be time-consuming trying to quickly locate a specific document, photo, or report. Using tags is an effective, simple, and convenient way to manage your information.


What are tags?
Tags are words, keywords, and terms that you can use to organize, label, and classify your information. They are essentially characteristics or attributes you assign to your data and files to help speed up the search process and make them accessible quickly. Adding your own terminology with tags personalizes your search.

Once a tag has been added, it is easy to retrieve files again no matter where they are saved; a tag acts like a digital bookmark or footprint.

Any one file can have many different tags, and these can be as specific or as general as you or your company see fit.

In a broad sense, tags can be associated with many different aspects. Our clients use them to tag by people, project year, client name, division, city, year, ad type, file use (export, b-roll) or status (expired, final, approved), etc. Or, they can be specific to team members who created the file or are using the file, certain products, or clients.

For example, someone in furniture design might use tags for the type of material used, the location of the project, the design process, or type of product (chair, table, etc.) For an archivist who works with a vast collection of images and newspapers, they might use tags to identify publications, copyright information, or subject material.

How to use tags

To create a tag, add a hashtag (#) before the keyword or term. For example, #September will pull up all files with the tag “September” in the file or metadata. You can combine tags and keywords to further refine your search. For example, #September budget will search for all files with the tag “September” and keyword “budget.”

Using a hashtag narrows down the search and will typically yield fewer results than searching by keywords which can produce too many results.

Social media, namely ubiquitous platforms like YouTube, Facebook, and Twitter, make extensive use of hashtags as a way of creating and engaging communities of people. The difference here is using tags for your files to help find, manage, and share files and information.

Benefits of tags
We might be inclined to think that folders are the best solution for grouping and organizing our information. But, a single folder can contain many files, and those files can be obscured or misplaced in a confusing system of folders and sub folders. To retrieve what you’re looking for in a folder, you have to spend time looking through it to find what you want. This is even more true if you are looking for files into public folders where files freely come and go and are often misplaced, misnamed, or taken.

Tags can potentially eliminate this problem of having too many file versions stored in different places. Supposed you’ve made promotional materials for an upcoming event, and you want to save these materials in the client’s folder and the folder for the event. You wouldn’t want to actually save the promotional materials in both folders because that could risk duplicating the file and creating other complications.

Instead, you assign tags to these promotional materials (#brochure or #flier) and tag the client (#XYZ). This way, searching any of these tags will yield all of the results that have these terms, and you can save time rifling through layers of folders looking for what you need.

Moreover, Yadle’s tags keep track of the tags you use. If you select a tag that appears in the search results, it will add it to the search, so you can quickly reference and access it next time.

Yadle’s tags are unique

Auto-Tags:

Assigning individual tags to files in a database can be daunting and impractical, but Yadle’s Auto-Tags and Smart Tags give you options, control, and flexibility. Yadle can work with companies to automatically apply and customize tags to specific projects, clients, teams, etc. based on folder structure or rules.

For example, if a TV production company has a folder designated for a specific program, then a tag for the program’s title can be added. If there’s a second folder for an upcoming airdate, then a tag for the airdate can be added. Yadle’s Auto Tags can be manually added by companies one at a time, or they can be applied as a bulk action to save time.

Smart Tags:

Yadle’s Smart Tags are intelligent—they intuitively tag all duplicate files everywhere.

For example, if the tag “Mexico” is used, and if there are duplicates of this tag in other places, Yadle’s Smart Tags will automatically tag all of these duplicate files.

Smart Tags can be automatically applied as files are indexed. This saves time and can prevent errors (misspellings or capitalization mistakes) from happening if tags were to be added manually.

In the Quick Help, you can see a list of all Smart Tags that already exist within Yadle.

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