The value in Digimind lies in the ability to collect information but also to store it on your platform forever. All information you would like to keep or publish from DI.12 needs to be stored in a project. Over time you will build up a lot of information on your platform. It is therefore important to have a good structure. The structure you use in a project will have an impact on the structure of any deliverables you chose to publish from that project.
There are three ways to structure information storage in a project. Folders or tags or combining the two.
Depending on your needs, you can use one system for a given project, and another system for another project. The choice you make will depend on how you would like to structure the project. To find out more about how to match your needs and your structure you can read this post.
Using Folders and Tags
Before deciding whether to use folders and / or tags to structure your project, it is useful to know how they work.
Folders |
Tags |
Common Points |
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Folders are great for keeping similar information in the same place. |
Tags are great for retrieving similar information from several folders or projects. |
Users can retrieve information by either clicking on a tag or a folder inside the My Reader interface.
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They are most useful for subjects that are specfic to an individual project. |
They are most useful for themes or subjects that run across several projects or folders. |
It is possible to retroactively change the name of tags or folders and associated information will update accordingly.
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They are necessary to create a storage space for all the information that will go into a particular section of a report. |
They can be used to select a small set of information from one folder to go out in a particular deliverable. They cannot be used to structure a report. |
Information can be selected for inclusion in a deliverable based on tags, folders or a combination of both. |
Folders
Folders are the basis of the project, and give a vertical structure to your information storage system.
Folders are created by going to the projects and adding them. It’s possible to have several levels of sub-folders to define the importance or breakdown of topics.
The advantages of working with folders is that users quickly recognise this format from other information storage systems (Windows, Mac, Linux, etc.). In addition, you can use levels of subfolders to indicate a hierarchy of importance to the themes covered in the project.
Tags
Tags act as a compliment to the folders, and can be used to retrieve information from different folders (and even projects).
Tags are created first as a list, and then attached to a project or to all projects as tags.
The advantage of working with tags is that you can create a more simplified project structure. Tags can be used to eliminate the need to have several layers of sub-folders.
Tags also give you more flexibility in deciding which information to include in a deliverable. You could use the same projects and folders to feed different newsletters for example, and base the contents on certain tags to better match the recipients needs and interests.
One important aspect of tags to keep in mind is that they cannot be used to structure reports without intervention from our support team as a paying service.
We also recommend a centralized management of tag lists by your Digimind administrator. This is because tags are very transversal and also to avoid duplication of tags on separate lists.
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