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Searching across predefined and preselected groups of information can ensure extremely accurate results. Vable’s options for Labels, Taxonomies and Custom Search Filters provide Administrators with control over how information is grouped so that subsequent searches can be as precise as possible. Although all three are information filters, they fulfill different roles and offer different advantages.
A good taxonomy can help Administrators organize and manage information effectively. Vable knows your organization relies on information, and the accurate classification, storage and retrieval of documents is essential. You can group your Sources under taxonomy terms, such as industry groups, practice areas and any other bespoke designations, with multi-level tree structure capabilities. This becomes a filter by which you can narrow your results when searching for articles.
Locating your Taxonomy
Before creating your Taxonomy, it is worth spending time thinking about how you want to use it. Once you are prepared, click on the cogwheel and select Taxonomy Manager. This is where you can create, view, edit and delete your Taxonomy and its hierarchy of terms and sub-terms.
Creating a New Taxonomy
Global Administrators have the right to create new taxonomies and edit existing ones for use by all Administrators. If you haven’t created a Taxonomy already, click on Add New Taxonomy.
Add a term - this will be a top level term of your Taxonomy - and click + to save it.
You can add new sub-terms under each level, and further sub-terms under those, so that you can build up the hierarchy. Vable allows you an unlimited number of sub-terms, so your private Taxonomy is as flexible as you need it to be.
Once created, your taxonomy will appear on the Articles and Sources pages within the left-hand menu under Taxonomies.
Managing the Taxonomy
The icons on the far right allow you to move, edit, delete, or collapse/expand the Taxonomy ‘tree’ structure.
Editing Taxonomy Terms
If you see a pencil icon anywhere on the Vable platform, you can edit or amend the text by clicking on that icon. Update the Taxonomy text as required, and click on the checkmark to confirm.
Deleting Taxonomy Terms
If you see a trash can icon anywhere on the Vable platform, you can delete (or detach in some instances) the item in question. You will be asked to confirm the Taxonomy deletion before it will be completed.
When a taxonomy term is applied to a Source, all new articles that come into that Source after it has been applied will inherit the taxonomy immediately. Older articles will not inherit a term if picked up by the Source prior to the taxonomy term application. If you remove a taxonomy term from a Source, all articles already in the system will keep the taxonomy term which was previously applied. Future articles that come in after the association is removed will not inherit the taxonomy term.
Moving Taxonomy Terms
The ability to move terms or subterms around might be useful. Note that when you move a term it will also include all the sub-terms too. Click on the icon, select the parent node you want it moved to and click yes to confirm. It will then update with your changes, and the term with all its sub-terms will move.
In this example Employment is currently under Practices, but it can be moved under Business etc. If you wish, it can be moved to become a top-level term (or Root Level).
Assigning Taxonomy Terms to Sources
Once the Taxonomy has been created, Sources can be assigned both retrospectively or going forward. This can be done via the Sources page or on an individual Source’s details view. You can add taxonomy terms in multiple ways.
Update multiple Sources simultaneously
From the Sources list view, tick the boxes to the left of the Sources to which you want to apply the same taxonomy term and click on the Taxonomy icon at the top of the list. The dialog window will display your Taxonomy list so you can apply one or more taxonomy terms to the Sources. You can also remove taxonomy terms from Sources in this way by unselecting the terms in the dialog.
Update a single Source from the list view
Alternately, you can click on the 3 dot icon on the far right of the the Source you want to update and select Attach source to taxonomy:
Update within the detail view of a Source
If you are in the detail view of a Source, click on Actions and select Taxonomies from the drop down menu. Simply select or deselect the applicable taxonomy terms for the Source.
When a Source is assigned to a taxonomy term, only new articles that come into that Source will inherit the term. When removed, the historic classification will remain but any new articles will no longer inherit the taxonomy term.
Taxonomy terms can be attached to new Sources as you add them because Vable will ask you as part of the Source-creation workflow.
Assigning Taxonomy Terms to Inbox Rules
Taxonomy terms can also be applied to Inbox Rules which have content extraction enabled. Content extracted from the emails will inherit the taxonomies applied at the Rule level. To assign a taxonomy term to a Rule, navigate to the required Rule and select the Rule Actions button. Select Taxonomies from the dropdown menu and, within the dialog window, select the checkbox next to the required taxonomy term(s). You may need to use the arrow head to expand your taxonomy tree.
Searching Using the Taxonomy Filter
Taxonomy terms will appear on the left as a filter option Taxonomies when searching within the Articles and Sources pages. Use the expansion arrow to drill down, or you can search for your specific taxonomy term. You apply the filter in the usual way; one click on the + to add, - to exclude.
If you apply the top level terms, it will include all sub-terms in the search. You can exclude by clicking on the X within the filter pills at the top of your results list.
While multiple filters can be combined to produce focused results, note that selecting multiple filters within a single filter type will be treated as ORing the filters together. Selecting filters across multiple types will treat this as ANDing the filters together.
Note: The private Taxonomy functionality is available on InfoPro Professional and InfoPro Enterprise subscriptions. For more information, please contact firstname.lastname@example.org.