Support Guide: KM / Use of alias-identifier tags

Purpose

  • To provide guidelines for acceptable use, format, and content of alias-identifier tags in Knowledge Base articles

Scope

  • Only Miami University Subject-matter Experts are permitted to create alias-identifier tags; and they must follow these guidelines
    • Tags generated by Blackboard agents, student workers, and untrained-others will be removed, as is standard KM practice
  • Alias-identifier tags will receive the same editorial scrutiny as article content
    • The KB manager uses article tags to generate TDX reports specific to types of articles and the various groups that generate, own, share, and use associated procedures
    • The KB manager will review alias-identifier tags, re-associate duplicate tags or tags that conflict with a reporting scheme, and remove inappropriate tags from articles and the system

User

  • Miami University IT Services
    • KB Contributor
    • KB Subject-matter Expert (SME) & Editor
    • KB Owner
    • KB Publisher
  • Knowledge Management Process Owner

Environment

  • 55923: Knowledge Management Process
  • 348532: Knowledge Base (KB)
  • 56345: Knowledge Management (KM 2.0)

Rationale

  • An alias-identifier tag is a human-friendly or industry-familiar key description of content and can be used within acceptable creation, format, and content standards in the KB

Guidelines

General Use

  • Alias-identifier tags contain abstract keywords or terms that would not reasonably appear in the article title or content
    • Use alias-identifier tags to group articles according to associated external/industry practice or relative terminology
    • Create alias-identifier tags that allow your working group to share descriptive keywords that make sense within the scope of your work
       
  • Do not use tags to identify common misspellings of words that appear in the article title or content
    • Inappropriate tags will be re-associated when possible or removed from the system
       
  • Do not use tags to identify alternative spellings of words that appear in the article title or content
    • List alternative spellings for a product or service under the Environment header in the article; use notation (sic) to indicate unusual/alternative spelling
      • Example: voicemail, voice mail (sic), voice-mail (sic)
      • Example: OBIEE, BI
      • Example: myCourses, My Courses (sic)
         
  • Do not use tags to repeat words or terms that appear in the article title or content
    • Inappropriate tags will be removed from the article

 

Create and select tags

  • Create new alias-identifier tags within reason and in agreement with your working group
    1. To create a new tag, open your KB article editor and select the Settings tab
    2. In the Tags field, type your formatted tag and select the first corresponding tag suggestion
    3. Click the article Save button to save your new tag
       
  • Select existing alias-identifier tags whenever possible
    1. To add an existing tag, open your KB article editor and select the Settings tab
    2. In the Tags field, begin typing your tag and select the appropriate corresponding tag suggestion
    3. Click the article Save button to add your tag selection

 

Format restrictions

  • Use hyphens to create a multiple-word tag. Hyphens within tags are interpreted as spaces in search results 
    • Spaces and special characters are not supported in TDX tags
       
  • Use at least one alpha character (a-z, A-Z) in numeric tags
    • Numeric-only (0-9) tags are not supported in TDX
       
  • Do not use camel case (camelCase) or Pascal case (PascalCase) for multiple-word tags
    • This can create confusion when searching for the same term in a different format and lead to the creation of duplicate tags
       
  • Do not use tags to identify common misspellings or alternative spellings of words that appear in the article title or content
    • Inappropriate tags will be re-associated when possible or removed from the system

Examples of supported and unsupported tag naming criteria with rationale
Tag, as formatted Supported /
Not Supported		 Rationale
Brick-and-Ivy Use hyphens to create multiple-word tag
Brick&Ivy Tag cannot contain special characters
Brick and Ivy Tag cannot contain spaces
Brick-and-Ivey Tag cannot be used to identify commonly misspelled words of terms used in article
BrickAndIvy Multiple-word tag should not be created using camel case or Pascal case
P97900, 2019YE Append numeric characters with alpha characters to create numeric tags
97900, 2019 Tag cannot contain only numeric characters

 

Search tags

  • Use the pound symbol ( # ) to search for KB articles grouped by a specific tag
    • Example: To search the KB for procedure articles tagged with the alias-identifier tag, SOP
      1. In the KB, locate the search box
      2. Click the down-arrow and select Knowledge Base (lightbulb icon) from the drop-down
      3. Enter #SOP in the search field
      4. Click the magnifying glass or press the Enter/Return key to execute your search
         
  • Hyphens within tags are interpreted as spaces in search results 
    • Example: A KB search for the #Brick-and-Ivy tag will return search results for Brick and Ivy

 

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