One of the keywording options available in Pics.io is to upload a file with controlled vocabulary, i.e. a pre-arranged custom list of keywords. By doing so, you can control and limit the scope of keywords used by your teammates.
The controlled vocabulary policy helps to maintain consistency in the way you classify your assets, which makes your whole digital library more manageable and searchable.
How can I add my custom list of keywords to Pics.io?
There are multiple ways to add your custom list of keywords to Pics.io.
You can import your keyword list directly from the Keywords section.
Or do the same but from the section My Team -> Artificial Intelligence. There you just need to click on the Import keyword list button. The recommended format of the uploaded file is described below.
You can choose between merging (adding keywords from the file to your keywords collection) and replacing (replacing existing keywords collection with the one from the file).
Can I restrict the use of keywords only to my pre-arranged list?
Yes, you can do that if you have relevant permission.
There are two ways to do that:
You can enable Controlled vocabulary directly from the Keywords section on the left-side panel:
Or tick the box Enable Controlled Vocabulary from the section My Team -> Artificial Intelligence, after you have uploaded a file with your pre-arranged list of keywords.
With this team policy activated, your team members will not be able to add, edit or remove keywords that have already been created. The status of the Controlled vocabulary will be indicated in the Details panel, letting your teammates know that they can only add keywords from your pre-arranged list of keywords:
💡Tip: If you want to allow certain teammates to add keywords outside of controlled vocabulary, you can enable this permission for their role from My Team -> Roles -> Team permissions, just check the box named "Add keywords outside of controlled vocabulary"
Learn more about team policies in Pics.io.
What is the recommended format of a controlled vocabulary file?
Comma-separated values (.csv) and text files (.txt) are two formats supported for uploading. Here are the requirements for the file you want to upload as the controlled vocabulary of keywords:
For a .csv file:
Put each keyword in a separate cell and, to create a hierarchical list of keywords, organize keywords in the cells as shown in the screenshot. Comma determiners are also supported.
For a .txt file:
While creating a list of keywords, press Enter after every new word to start a new line. For example:
keyword 1
keyword 2
keyword 3… etc.
If you want to create a hierarchical list of keywords, you should do the following: write the word you need, press Enter to start a new line, and then press Tab to write a new word. For example:
keyword 1
keyword 1.1.
keyword 1.2.
keyword 1.3.
keyword 2
keyword 2.1.
keyword 2.2.... etc.
Hierarchical lists can be helpful when you need more precise differentiation between keywords. They also help a lot when searching for specific assets.