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.  

Controlled vocabulary policy helps to maintain the 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?

To add your own custom list of keywords to Pics.io, you should do the following:

  • open Settings menu
  • select My Team section
  • open Policy tab
  • find Keywords section

Here you can upload your pre-arranged list of keywords. All you need to do is to press Upload dictionary 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 a relevant permission

To do so, you should tick the box Use controlled vocabulary 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.

Learn more about team policies in Pics.io.

What is the recommend format of controlled vocabulary file?

Here are the requirements for the file you want to upload as the controlled vocabulary of keywords:

  • This should be 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.


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