Develop a keyword strategy for Workfront Library
Start simple and slow when introducing keywords.
Having established keywords creates consistency across Workfront Library, which makes searching easier and more powerful.
Having use cases in mind when adding keywords keeps your efforts focused. Fill in this sentence when considering a keyword:
[Person/role] likely will search by [keyword] when looking for this asset.
Think of the top five keywords they’ll search by. Those should be included in your keyword list.
- Designers likely will search by product name, product category, campaign, color, brand.
- The marketing team likely will search by event name, campaign, product name, year, collateral type.
If your organization isn’t currently using keywords on digital assets — or doesn’t have a standard list of keywords — start simple and slow. Start with the keywords you know you need to get Workfront Library off the ground. Don’t go overboard, adding every single keyword you think you might ever need. This will just result in dozens of keywords that never get used and clutter up the list.
Evaluate the usage of keywords and the keyword list periodically. Be strategic and deliberate when adding and removing keywords from the list.
When creating keywords, best practice suggestions include:
- Be consistent with abbreviations and acronyms. Don’t abbreviate Arizona as “AZ” but Kansas as “Kan.”
- Do you want to use abbreviations? If so, when? Or should words always be spelled out?
- Same with acronyms … Use them? When? Or spell out?
- Be consistent with singular vs. plural. Choose one format, or always use both. For example, use “contract” or “contracts.”
- Be consistent with how you describe an action or activity. Use either “running” and “swimming” or “run” and “swim.”
- Don’t be too narrow or broad with keywords. “Hand-dyed Italian leather” may be too specific, when just “leather” would do. “Shoes” may be too broad a keyword if all the work you do revolves around shoes.
- Be mindful of relevance. Just because every asset has a billing code doesn’t mean it will be useful to users relying on keywords to find an asset. If this information needs to stay with the asset, consider adding it as a metadata field.
- Don’t use too few keywords, otherwise they won’t help narrow search results.
- Don’t rely on keywords for every piece of data about the asset. Use metadata fields for information such as photographer name or location.
- When adding keywords, think of the 5 W’s — who, what, where, when, and why. Ask yourself questions, such as the following:
- Who is in the photo — role, age, race, relationship, gender, profession, or name?
- What object/product is in the asset? What characteristics — blue, red, happy, sad, rain, sun? What action — running, walking, crying, swimming, modeling? What larger group does this belong to — team, department, catalog?
- Where was the asset created? Where will it be used? Where does the asset take place?
- When was the asset created? When should it be used? When does the asset or related event take place?
- Why was it created? Why is the asset’s contents important? Why would someone use this asset? Why is the subject important?
Learn more about metadata and keywords
Introduction to Workfront Library Taxonomy: Metadata and keywords Metadata and keywords are key to successful searching in Workfront Library. Learn the basics of these two pieces of taxonomy.
Develop a metadata strategy for Workfront Library Structured and consistent metadata is the foundation for building a digital content hub that is highly searchable.
Overview of metadata types in Workfront Library Learn how your organization can use the four types of metadata available in Workfront Library.
Add metadata fields for Workfront Library Learn how to set up metadata fields to effectively capture key asset information for your organization.
Set up keywords in Workfront Library Configure and maintain a keyword list to reduce inconsistencies in asset data and make searching more accurate.