Amending "tagging controls" for an existing workspace

There is a setting called 'Tagging Controls' in ConneX which lock down the default tagging selections in the Atlas termsets to the selections made upon provisioning.

In this article:

• What Happens when the 'tagging controls' setting is selected
• Why might you need this tagging controls switched on?
• How to edit the Tagging Control setting for External Sharing
• Edit the column settings
• Verify the change
• Need more help?

We will explain what happens when this choice is set to 'yes' below, and then explain why you may need or want this setting applied.

What Happens when the 'tagging controls' setting is selected

If the following 3 termsets have these selections upon provisioning a workspace, they will remain 'locked' and cannot be altered anywhere in the workspace or changed against any piece of content created in the workspace.

• Location = London
• Department = Construction
• Subject = Real Estate

In a document uploaded to this workspace, these default tags are applied as expected:

But, when I go to edit this document and alter these tags, for example; Location:

I am unable to see or select another tag from Location - all I see is the default selection:

Even searching for 'Barcelona', which I know exists as a Location tag, cannot be found:

Why might you need this functionality?

In short, this setting ensures any editors or readers cannot view your taxonomy. If a user has been invited to a workspace as a member, they have the permissions to edit a document and to select another tag. As such, the user can view your corporate taxonomy. This might include your IP, your Client list, your Products, etc.

This is especially important in extranet scenarios where you need to invite an external user or guest user into the workspace.

In the ConneX Filters, this setting is referred to as 'External Sharing Controls':

We recommend ensuring this setting is switched to 'Yes' if you are expecting to invite external users or guests into the workspace or if you're planning on sharing the documentation to people outside your company.

But it is quite often the case where, further down the line, you now need to add someone to the workspace and the tagging controls are not switched on.

How to edit the Tagging Control setting for External Sharing

Whether or not you have configured the Tagging controls option for your workspace when you created it via ConneX, you may wonder later on how to change the specific values you set if you did turn on tagging controls, or to lock down the values if you did not originally turn it on.

For reference, this is the "tagging controls" option in ConneX, which cannot be amended after the workspace has been created:

If a locked down tag needs to be changed, or tags need to be locked down where they were not locked down before, you will find that you cannot Edit the workspace via ConneX to make the change. So apart from deleting the site and starting again what can you do?

Edit the column settings

As an Owner of the workspace you can follow these steps to change the tag being used:

1. Navigate to the workspace in question. Click on the cogwheel icon (top right) and select Site contents:
   
2. Click on Site settings in the menu bar:
   
3. Click on Site columns under the Web Designer Galleries section:
   
4. Locate and click on the field you wish to change the tag for. In our example we will use Entity. If you want to change multiple fields you will need to follow the instructions once for each field.
5. Clicking on the field will allow you to edit the configuration:
   
6. In the Term Set Settings confirm that the top level of the Term Set is highlighted as in the screenshot below. If your controls were locked down, you most likely need to change this, if they were not it should already be selected:
   
7. Scroll down to the Default value field:
   
8. Enter in your new default value:
   
9. To lock down the value, scroll back up to the Term Set Settings field, and select the same specific tag that you just set as the default value:
   
10. Click OK at the bottom of the page to save the change.
    
    

Verify the change

1. To verify that your settings now give the expected behaviour, add a new item to any List or Library from Add It, and check the tag is being pulled through and restricted as you expect:
   
2. Click the tags icon next to the field and verify that only the specific tag or set of tags can be selected as per your requirements:
   

Need more help?

If you're having any problems with this please get in touch with the support team via Zendesk.