Vocabularies

Vocabularies are lists of custom values used in pulldown and tag custom attributes — they help ensure accuracy and consistency in your asset metadata. When an administrator creates, edits, or deletes values in a vocabulary, changes are immediately reflected in their associated custom attributes.

Creating vocabularies

Blank vocabularies can be created if you want to add your own values from scratch — this is ideal if you want to allow users to add their own tag values. If you already have a list of values you want to import, you can upload them via a CSV file.

Create blank

1. Log on as an administrator-level user. Click on System, then select Vocabularies.
2. Click Add vocabulary on the top right corner of the page. To create an empty vocabulary that has no values, choose Create blank. Enter the name of your vocabulary and click Submit.
3. Once the vocabulary has been created, you can begin adding values.
4. When adding multiple values, hit Enter to quickly add a new value. Each value gets added to the bottom of the list, but they can be reordered using the drag handles before you submit.

Upload file

1. Click Add vocabulary on the top right corner of the page. To upload vocabulary values from a CSV file, choose Upload file.
2. Select or drag in your file.
3. Click Submit when finished.

Formatting a vocabulary file for upload

If you want to create a vocabulary via CSV file, you must format it properly first. The upload tool accepts values in a single column, with a required column header of value. Note: CSVs with duplicate values will be rejected.

Google Sheets

1. Add a single column header named value
2. Under the value header, enter your vocabulary values, one per row.
3. To export the file as a CSV, use the File menu and select Download, then select Comma Separated Values (CSV).

CSV

1. Add a single column header named "value"
2. Under the value header, enter your vocabulary values, one per row, each bracketed by double quotes.
3. Make sure the text file is saved with a .csv extension.
    

Excel

1. Add a single column header named value
2. Under the value header, enter your vocabulary values, one per row.
3. To export the file as a CSV, go to File > Save As. Click Browse. In the Save As dialog box, under Save as type, choose CSV (Comma delimited).

Linking a vocabulary with a custom attribute

Pulldowns and tag attributes require the selection of a single vocabulary upon creation. This vocabulary selection cannot be changed after the attribute is created, but the vocabulary's values can be edited, created, or deleted if needed.

Multiple attributes can use the same vocabulary, but use caution as changes made to values in that vocabulary will affect all associated attributes.

1. Log on as an administrator.
2. If the vocabulary you wish to use with the attribute does not exist, create it now.
3. Click on System, then select Attributes.
4. Click the plus button to add a new attribute.
5. Choose Asset or Video clip as the Object type.
6. For the Type, choose Pulldown, or Tag.
7. Under Vocabulary, begin typing to choose the vocabulary you want to link to the attribute.
8. Select other options as desired and click Save when finished.

Asset search and sort

• Click the asset count in a value’s row to see all assets tagged with it. The results open in a new tab.
• Sort by Asset count to see value usage across your site. Click the Reset sort button to go back to your custom order.  

Editing vocabularies

Vocabularies and their values can be reordered, added, edited, and deleted after creation.

Adding new values

New values can be added one at a time or in bulk, above or below individual values. Note: duplicate values cannot be added.

1. Log on as an administrator, click on System, then select Vocabularies.
2. Select the vocabulary to edit.
3. Click Add values+
4. Begin typing new vocabulary values; you can add more than one value during one edit action with the plus icon or the enter key on your keyboard.
5. When finished, click Save.

Adding values above and below

To add values to a vocabulary in a specific order, click Add values above or Add values belowfrom an individual value's action menu.

Editing values

Editing a value updates linked attributes and existing asset data. Note: changes won't update manually typed values, e.g. properties, autotasks, or data source sync configurations.

1. Click on the vocabulary you wish to edit values for, or click the row's action menu and choose Edit.
2. To edit a value, click on the value row to enter edit mode.
3. When you're finished editing, click the checkmark button to save your changes.

Deleting single values

Deleting a value will also permanently remove all associated data from assets, upload requests, attribute profiles, saved (attribute type) searches, access filters, etc.

1. Click a value's action menu and choose Delete.
2. Click Delete to confirm.

Deleting bulk values

1. Select the values you wish to delete using the checkboxes next to each value. A selection menu will appear in the table header. If you change your mind and want to clear the selection, click the X button (Clear selection) button in this menu.
2. Click the trashcan (Delete) button that appears in the selection menu.
3. When prompted, click Confirm to delete. 

Reordering values

To manually reorder values, click the drag handle next to the value and drag it into the desired location. To reorder by column (Value or Asset count), click the column to resort, then click Apply sort in the menu that appears in the header. To clear the sort and go back to manual order mode, click the X button (Reset sort).

Merging values

Merge replaces the old value you select with a new one everywhere it appears: on assets, attribute profiles, access filters, saved (attribute type) searches, and editing tools.

1. Find the value you'd like to replace and click the row's action menu. Click Merge.
2. In the Merge dialog, choose the new value that will replace the old one.
3. Click Save to replace the old value with the new value.

Renaming a vocabulary

1. Find the vocabulary you want to rename, then click its action menu and select Rename.
2. Edit the vocabulary name and click Submit when finished.

Deleting a vocabulary

Deleting a vocabulary will also permanently remove all associated data from assets. You cannot delete a vocabulary that is linked to an attribute; the attribute must be deleted first.

1. Find the vocabulary you wish to delete, then click its action menu.
2. Select Delete, then confirm the deletion by clicking Delete again when prompted.

Exporting vocabularies

To export a vocabulary to a CSV file, click on the vocabulary's action menu and select Export values. The CSV will include id, value, and asset_count columns.

Replacing a vocabulary

The Replace action offers an easy way to make bulk updates to your existing vocabulary. The process entails exporting an existing vocabulary to CSV, making additions, removals, or changes to existing values, then re-uploading the edited CSV.

1. On the selected vocabulary, click the action menu and select Export to download a CSV file. The CSV will have three column headers; only "id", "value" are required by the Replace process. The asset_count column will be ignored.
2. Edit the CSV file in your text editor of choice. Only the following changes are supported:
   • New values: to add values, enter them in the desired order, with an id of 0. Make sure to escape the 0 with quotes, and separate the ID and value with a comma.
   • Update values: edit the value in place. Do not change the id, it is used to reference the existing value. Make sure to escape the entire value in quotes.
   • Delete values: remove the entire row in the CSV, including id and value fields.
   • Reorder: reorder the entire vocabulary as desired by moving rows around, including both id and value.
3. Ensure your CSV is properly formatted. In the example below, 3 new values will be added to the top of the list, all with id of 0. The previous value with id 301, "Bearish", will be updated to "Bear".
   
4. When you are ready to upload your new CSV, click the vocabulary's action menu and select Replace.
5. Drag and drop or select the edited CSV file and click Save to upload.
6. When the vocabulary has finished processing, you will see a Vocabulary replaced message. Click the Show details button to view a summary report.

Notes on Replace

• Always export the vocabulary to CSV before editing for replacement. This ensures the latest, correct data.
• Duplicate IDs, duplicate values, missing fields/columns, and invalid CSV formatting will result in an error during upload.