Managing tags and folders

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Managing tags and folders

On occasion you may need to add/remove, reorganize, or rename a tag or tag folder due to a misspelling or shift in document categorization during case review phases. This process is not the same as renaming a folder or tag in a Microsoft Word or Outlook menu tree. In Concordance Desktop the process should be controlled by administrators to ensure that ample backups and tag history is captured before the tag and folder structure is altered.

For more information about reviewing and capturing tag history, see Storing tag history.

For more information about backing up tags, see Backing up tags.

Using the Tag and Issue Management dialog box, you can add/remove, reorganize, and rename tags and tag folders in the current database. Concordance Desktop verifies that only one named tag or folder is present within the same hierarchy. If tag or folder with the same name already exists, Concordance Desktop prompts you to rename the tag or folder. Concordance Desktop then automatically updates all records with the new tag name.

Before renaming a tag or tag folder, it is best practice to run the TagHistoryandStoreIt.cpl to capture a current query of all tag history before transferring documents to a new tag.

The maximum length for tag names is 199 characters.

Reorganizing Tags and Tag Folders

1.On the Tools menu, click Manage Tags/Issues:

2.In the Tag and Issue Management dialog box, on the Add/Delete/Rename tab, do any of the following:

To move a single tag from one folder to another folder, select the tag and drag to the new folder.

To move multiple tags, press CTRL and click the tags to move, and then drag the tags to the new folder.

To move a folder and all the tags in the folder, click the folder and drag to the new location.

To move multiple folders, press CTRL and click the folder to move, and then drag the folders to the new location.

For a tag folder to exist in Concordance Desktop, it must have at least one tag in it.  If you move all the tags out of a folder, the folder will be deleted.

To Rename Tags and Tag Folders

1.Run the TagHistoryandStoreIt.cpl to capture a current query of all tag history before transferring documents to a new tag.

i.The default directory for the CPL folder installed with Concordance Desktop is C:\Documents and Settings\All Users\Application Data\LexisNexis\Concordance Desktop\CPL (Windows XP) or C:\ProgramData\LexisNexis\Concordance Desktop\CPL (Windows 7). For more information about CPLs, see About the Concordance Desktop Programming Language Reference and TagHistoryAndStoreIt.

2.On the Tools menu, click Manage Tags/Issues.

3.In the Tag and Issue Management dialog box, click the tag or folder you want to rename, and then click Rename.

4.Enter the new tag or folder name.

The Manage Tags/Issues dialog box does not allow non-ASCII characters for tag or tag folder names.  You can add non-ASCII character tag and tag folder names using CPLs or INI files.

5.Repeat steps 3 & 4 for each tag or folder you want to change.

6.When finished, click Done.  

i.Concordance Desktop automatically updates all tagged records with the new tag name.

7.Review the queried records to ensure the tag or folder name is updated.