Keywords are descriptive words and phrases that you can assign to assets to make organizing and locating them easier.

Keywords can come from several sources, including metadata embedded within the file which is read in when the file is cataloged, path-based information gleaned from each cataloged file's location on disk, as well as being added manually.

Keywords are best used to describe the contents of a file (such as elements of an image, feelings or actions invoked or depicted in a photo, or topics discussed in a word processing document).

Smart Keywords

Portfolio offers the Smart Keywords service for automatically assigning keywords to images based on content.

To use this feature:

1. Select one or more assets or an organizer.

2. Right-click the selected asset and choose Suggest Smart Keywords.

3. Choose one or more categories and languages.

   The available languages and categories are determined by your Catalog Administrator.

4. Portfolio will add keywords based on image content to each selected asset.

   The maximum number of keywords returned is determined by your Catalog Administrator.

Smart keywords appear in green tags to distinguish them from manually-entered keywords.

How Smart Keywords work

Smart Keywords utilizes an online image analysis service. When you submit an asset to the service, Portfolio anonymously sends a small version of the image to a remote server, which identifies elements in the image and sends back keywords based on the image content.

Tips for smarter Smart Keywords

If you intend to use Smart Keywords on your assets, here are some suggestions for using them efficiently.

• Don’t use Smart Keywords if your catalog only allows you to choose keywords from a predefined list.

  Unless your predefined list is very large, you can probably easily choose appropriate keywords from the list.

• Don’t use Smart Keywords if your image is simple.

  If you can easily identify several keywords to add manually, this will probably be sufficient for most purposes.

• Use Smart Keywords before manually entering keywords.

  If you have entered a keyword that is also returned as a potential smart keyword, the duplicate smart keyword will not be used, reducing the number of smart keywords added to your asset.

• Don’t use Smart Keywords more than once per asset!

  You won’t get more or better results on a second submission.

• Don’t use Smart Keywords on assets other than flat images.

  Returned values for videos, panoramic images, and documents will be of limited value.

• Only choose one language for Smart Keywords.

  Chances are that the same keywords will be returned in all chosen languages; if you have a reason to add smart keywords from a different language, then choose only that language.

Editing keywords

The Keywords field

1. Smart Keyword tag: Smart Keywords are shown in color to differentiate them from manual keywords.

2. Keyword tag: Keywords are listed individually, in alphabetical order.

3. Delete keyword: Click  to delete the keyword from the selected assets.

4. New keyword entry: Type a new keyword here and press Enter.

5. Show/Hide Master List: Click to show (or hide) the Master List of keywords.

6. Master List: Keywords specified by the Catalog Administrator for use with the current catalog.

7. Hierarchical keyword: Master List keywords can be organized using a parent/child structure.

8. Filter: Type some text to limit the Master List to displaying only keywords containing that text.

9. Apply Values: Add keywords selected in the Master List to the selected assets.

10. Edit Predefined List: Enter a new keyword to add to the Master List.

To add or remove keywords associated with an asset, first make sure the Keywords field is displayed in the Fields panel.

When you select an asset in the main window, the Keywords field will show the keywords associated with that asset.

Adding keywords from the Master List

Click the Master List  icon to display the list of pre-defined keywords for the current catalog.

Some Master List keywords are hierarchical: multiple keywords organized in a group. These keyword groups consist of a parent and child keywords. Click the triangle to display the subordinate or “child” keywords. (When you add a child keyword, its parent will also be added.)

To add a keyword, double-click its entry in the list.

To add multiple keywords, select them in the list and click Apply Values.

Adding keywords manually

To add a new keyword, type it into the field immediately below the Keywords field and press Return or Enter.

Note: Your Catalog Administrator has the option to disallow entering keywords not included in the Master List.

Removing keywords

To remove a keyword from an asset, click the  icon in the  keyword tag.

Working with multiple assets

You can modify the keywords associated with multiple assets at once by selecting more than one asset in the main window.

To work with all assets in the selected organizer, make sure no assets are selected. (This is useful for adding keywords; when you have no assets selected, no keywords are displayed in the Keywords field, so you cannot delete keywords using this shortcut.)

Each keyword in the Keywords field will include a value in parentheses indicating how many of the selected assets that keyword is associated with.

Managing the Master List

If you are the Catalog Administrator, you can update the Master List for a catalog from Portfolio Administration or from the Fields panel of Portfolio Web or Desktop.

• To show the Master List, click  below the Keywords list.

• To add a new keyword, click in the Edit Predefined List field, type the new keyword and press Enter or click +.

• To remove a keyword from the Master List, select it and press Delete or click −.

• To add a keyword as a child, select the parent, click in the Edit Predefined List field, type the new child keyword and press Enter or click +.

• To import a list of keywords, click .

• When you are done modifying the Master List, click .

Keyword text file format

To create a keyword file to import, use NotePad on Windows or TextEdit on macOS. If you are using TextEdit, be sure the file format is plain text; choose Format > Make Plain Text.

• Enter one keyword phrase per line.

• Press the Enter or Return key at the end of each line.

  Note: On macOS, some text editors treat the Enter key (in the numeric keypad) differently from the Return key. Press the Return key after each line.

• To add a child keyword, press Tab before typing the keyword.

Note: Some text editors will see the Tab as a signal to indent the next line. If this happens and you do not want to enter additional children, just delete the leading tab character.

In the following example, the phrase space programs is one keyword, with children mercury, gemini, and apollo. The keyword apollo also has children: apollo-soyuz, lunar landings, and skylab. (The ¶ represents the end of a line, and → represents a tab character.)

• space programs¶

• →    mercury¶

• →    gemini¶

• →    apollo¶

• →    →    apollo-soyuz¶

• →    →    lunar landings¶

• →    →    skylab¶