To specify how keywords are handled while cataloging and exporting:

1. Click Catalogs and choose a catalog.

2. Click Fields.

3. Choose System Fields from the pop-up menu.

4. Click Keywords in the list of available fields.

5. Set keyword options.

Changes to keyword options are saved automatically.

Keyword options

Each asset can be tagged with multiple keywords, and each catalog can include its own pre-defined list of keywords that users can choose from to quickly add keywords to assets.

• Default value: This is a word or phrase that will be included as a keyword for every file that is added to the catalog. As with all keywords, this can be removed from individual assets within a catalog.

• Allow Multiple Values: This is always enabled for keywords. (You will not be able to restrict assets to having just one keyword each.)

• Has Predefined Values: Enable this option to create a list of “approved” keywords that users can choose from when adding keywords to assets.

• Allow Only Predefined Values: Enable this option to present the list of Predefined Values as the only keywords users can search on or add to assets.

• Predefined Values: This is a listing of hierarchical or “nested” keywords: you can organize the predefined keywords in a hierarchy, making it easier for users to find appropriate keywords.

• Extract and Embed Metadata: Enable this option to extract keywords from the listed metadata fields while cataloging files, and to embed keywords in the indicated metadata field when exporting or converting files.

Working with the Predefined Values list

The Predefined Values list allows you to specify a list of keywords for users to choose from for tagging assets. In addition, you can specify that users can only use keywords from this list, and disallow manually adding other keywords.

To add the first keyword, type it in the field at the bottom of the Predefined Values panel and click Add Keyword .

To add a top-level entry to the list, deselect any selected keyword (on Mac, Command-click a selection; on Windows, Ctrl-click a selection), type a keyword, then click Add Keyword .

To add a keyword as a child to an existing keyword, select the would-be “parent” keyword in the list, type the child keyword in the field, then click Add Keyword .

To remove a keyword from the list, select it and click Remove Keyword . If you delete a parent keyword, all of its children will be deleted as well.

To disallow users entering other keywords, enable Allow Only Predefined Values.

Exporting and importing keywords

Once you have entered keywords in the Predefined Values list, you can export them to a text file.

To export keywords, click Export . The file Keywords.txt will be saved to your Downloads folder.

You can also add new keywords by importing a properly-formatted text file.

To import keywords, click Import , select the import file and click Open.

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.

  Tip: 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¶