This is a Labs feature! We couldn’t wait to get your feedback on it, so we are providing you early access, even though there is still room for improvement. Let us know your thoughts about this feature in the NetX Ideas Portal .

Vocabularies are lists of custom metadata values used in pulldown, multi-select, and tag (vocabulary)  custom attributes —they help ensure accuracy and consistency in your asset metadata. When an administrator creates, edits, or deletes values in a vocabulary, changes are immediately reflected in the custom attributes they are associated with.

Enabling vocabularies

  1. Click the Systems button in the lefthand sidebar and navigate to Labs.
  2. To enable Vocabularies, click the toggle button.

Creating a vocabulary

Blank vocabularies can be created if you want to add your own values from scratch—this is ideal if you want to allow users to add their own tag values . If you already have a list of values you want to import, you can upload them via a .csv file.

Create blank

  1. Log on as an administrator-level user. Click on System, then select Vocabularies.
  2. Click the plus button on the upper left side of the page to create a new vocabulary.
  3. To create an empty vocabulary that has no values, make sure your tab is set to Create blank. Enter the name of your vocabulary and click Submit.
  4. Once the vocabulary has been created, you can begin adding values.
  5. When adding multiple values, hit Enter to quickly add a new value. Each value gets added to the bottom of the list, but they can be reordered using the drag handles before you submit.

Upload file

  1. Click the plus button on the upper left side of the page to create a new vocabulary.
  2. To upload vocabulary values from a .csv file, click the Upload file tab. Click the select icon to choose your file, then enter a name for the new vocabulary.
  3. Click Submit when finished.

Formatting a vocabulary file for upload

If you want to create a vocabulary via .csv file, you must format it properly first. The upload tool accepts values in a single column, with a required column header of "value". Using the example below, the system will create a vocabulary from this file with 9 values, from "Alizarin" to "Auburn".

Linking a vocabulary with a custom attribute

After vocabularies is enabled, pulldowns, multi-select, and tag (vocabulary) attribute types will require the selection of a single vocabulary upon creation. This vocabulary selection cannot be changed after the attribute is created, but the vocabulary's values can be edited, created, or deleted if needed.

Multiple attributes can use the same vocabulary, but use caution as changes made to values in that vocabulary will affect all associated attributes.

  1. Log on as an administrator.
  2. If the vocabulary you wish to use with the attribute does not exist, create it now.
  3. Click on System, then select Attributes.
  4. Click the plus button to add a new attribute.
  5. Choose Asset or Video clip as the Object type.
  6. For the Type, choose Pulldown, Multi-select Box or Tag (vocabulary).
  7. Under Vocabulary, begin typing to choose the vocabulary you want to link to the attribute.
  8. Select other options as desired and click Save when finished.

Editing vocabularies

Vocabularies and their values can be added, edited, and deleted after creation. Values can be reordered within a single page.

Adding new values

New values can be added one at a time or in bulk, above or below individual values.

  1. Log on as an administrator, click on System, then select Vocabularies.
  2. Click on the vocabulary you wish to edit, or click the row's action menu and choose Edit values.
  3. To add new values above or below an existing value, choose a value and click its action menu. Select Add value above or Add value below.
  4. To enter a single value, choose the Single tab and type to enter values. To enter values in bulk, click the Multiple tab and type to enter values. Click Submit when finished.

Editing values

Value edits will be reflected in linked attributes and will also change existing data applied to assets.

  1. Click on the vocabulary you wish to edit values for, or click the row's action menu and choose Edit values.
  2. To edit a value, click on the value row to enter edit mode.
  3. When you're finished editing, click the checkmark button to save your changes.

Deleting values

Deleting a value will also permanently remove all associated data from assets.

  1. Click on the vocabulary you wish to edit values for, or click the row's action menu and choose Edit values.
  2. Find the value you'd like to delete and click the row's action menu. Click Delete.
  3. Click Delete to confirm.

Reordering values

Values can be reordered within the same page; each page contains up to 50 values. To reorder values, click the drag handle next to the value and drag it into the desired location.

Renaming a vocabulary

  1. Find the vocabulary you want to rename, then click its action menu and select Rename.
  2. Edit the vocabulary name and click Submit when finished.

Deleting a vocabulary

Deleting a vocabulary will also permanently remove all associated data from assets.

  1. Find the vocabulary you wish to delete, then click its action menu.
  2. Select Delete, then confirm the deletion by clicking Delete again when prompted.

Exporting vocabularies

To export a vocabulary to a .csv file, click on the vocabulary's action menu and select Export values.