Data Discovery & Risk Insights 25.4.1 Help Center

# Tags

In OpenText Core Data Discovery & Risk Insights, tags are used to search for items in Manage. You can create tags that are applied automatically (a dynamic tag) as items are processed or that you directly apply (a static tag) to items in Manage.

A tag can be edited at any time. If you make changes to a tag, the affect on items varies based on the type of tag.

- For static tags, changes to the tag details have no effect on previously tagged items. Because you apply these tags directly to items, no re-processing occurs. The changes to the tag only affect items you apply to the tag going forward.

- For dynamic tags, changes to the tag details result in re-processing. Based on the changes you make, the tag may be applied to additional items or may be removed from existing items. Going forward, items will be tagged during processing based on the updated tag information.

  - Items placed on hold as a result of a dynamic tag are not affected—items already tagged remain on hold even if the tag no longer applies.

  - Items in a standard workbook in Manage as a result of a dynamic tag are not affected—items already tagged remain in the workbook.

  - Changes to a dynamic tag that is part of the criteria for a dynamic workbook can result in change in the content that is included in the workbook. The individual items in a dynamic workbook can fluctuate because the workbook is based on a set of criteria and does not reflect a static point in time.

Tags that are based on other tags cannot be deleted. You must first edit the tag to remove the underlying tag from the criteria.

To open the detail pane for a tag, click anywhere in the row for the desired tag and then click the open detail pane icon ().

- Counts displayed for tags include the documents (parent item) and any attachments (items).

- Click Edit to edit the details for the selected tag.

- Click Delete to delete the selected tag.

To create a tag

1. From the primary navigation pane, click Tags > Manage Tags ().

   The Manage Tags page opens.

2. Click NEW TAG.

   The new tag dialog opens.

3. Complete the following General options for the new tag.

   Option | Description
   --- | ---
   Tag Name | Type a unique name for the new tag. Limits: Maximum 50 characters.
   Description | Type a meaningful description for the new tag. Limits: Maximum 250 characters.
   Type | Specify whether this tag is Dynamic or Static. Select Dynamic to automatically add this tag to items matching the defined criteria as items are processed. Select Static to make this tag available as an action that you can apply to items. This tag is only applied to items manually through this action. The tag Type cannot be changed after you save the tag.
   2. Reporting Group | Select the tag reporting group this tag is assigned to, or create a new reporting group. Make no selection to not assign the tag to a group. To create a new reporting group From the Reporting Group dropdown list, click New Reporting Group. Complete the details for the new tag reporting group.
      Option | Description
      --- | ---
      Name | Type a unique name for the new tag reporting group. Limits: Maximum 50 characters.
      Type | Select whether this reporting group type is Sensitive or Non-Sensitive. When Sensitive is selected, select Personal Data, Intellectual Data, or Other Sensitive to further refine. This selection organizes your reporting groups based on common sensitivity and risk concepts and is used when calculating potential loss in the Financial Risk Modeler in Analyze.
      Description | Type a meaningful description for the new tag reporting group. Limits: Maximum 250 characters.
   Click CREATE. The new reporting group is created and is selected.
   2. Weighted Label | Select the label associated with this tag, or create a new label. Limits: Applies when a sensitive reporting group is selected. To create a new label From the Weighted Label dropdown list, click New Label. In the New Label dialog, complete the following options for the new weighted label.
      Option | Description
      --- | ---
      Color | Select the desired color for the label. By assigning different colors to different labels within the reporting group, you can quickly discern the various labels when presented graphically.
      Name | Enter a unique meaningful name for the label. Limits: Maximum 50 characters.
      Weight | Define the weight, or importance, of the label. Type the desired number or use the up and down arrows to define the number. On a scale of 0-10,000, the weight indicates how important this label is relative to the reporting group, with 10,000 being the most important.
   Click CREATE. The new weighted label is created and is selected.
   Color | Select the desired color for the tag, when assigned to a non-sensitive reporting group. By assigning different colors to tags in non-sensitive reporting groups, you can quickly discern the reporting group for tagged items when viewed in a content list in Analyze and Manage. Limits: Applies to non-sensitive reporting groups.

   Click NEXT.

4. [Dynamic tags only] Define the tag criteria.

   To add criteria to the desired section, click the add icon () and complete the details as applicable.

   Field | Description | Search examples
   --- | --- | ---
   Text Keywords | Enter the desired keywords TIP: Click the add icon to add an additional keyword field. Matches all indexed text fields and content. The keyword search supports Boolean syntax, wildcards, phrases and proximity searches. For more information on syntax, see Keyword syntax for tag criteria. NOTE: The text keyword search is ANDed with any additional options selected in the search builder. | (“company declared bankruptcy” AND "Smith and Jones") OR "ric?ard smith*"
   Term Lists | Add one or more term lists to be matched. Term lists are used as queries. As you type, existing term list names display. Click the desired term list. To add another term list, begin typing another term list name and select the desired list. To remove a selected term list, click the associated remove icon (). Limits: maximum 1024 combined terms, across all selected term lists. |
   ANY of the following | Add one or more metadata fields and define the specific values to be matched. Each entry is combined with the OR operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Select the check boxes for the desired grammar types or rules. If you select a grammar type, all rules within the type are selected. Click ADD. The selected grammar types and rules are added. If your selections span grammar classes, a field is added for each class and includes the grammar types and rules under that class. For each field that represents grammar types or grammar rules that are not part of a grammar type, you can define the number of values that must be identified for the document to match the criteria. NOTE: For fields that represent only grammar rules that are part of a grammar type, you cannot define a number of identified values. To define the number of grammar values that must be identified for the document to match the criteria, click the COUNT button above the grammar field that has been added and then click Any (Default), At least, or At most. If you select At least or At most, type the desired number or use the up or down arrows to define the minimum or maximum number of values identified in the document in order to match the criteria. For each field, you can define the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). To edit the confidence level, click the CONFIDENCE button above the grammar that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary to define the desired minimum confidence level, up to 100. | Create Date > By date range From <date> to <date> OR File types TXT, XLS. (“company declared bankruptcy” AND "Smith and Jones") AND Create Date > By date range From <date> to <date>
   ALL of the following | Add one or more metadata fields and define the specific values to be matched. Each entry is combined with the AND operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Select the check boxes for the desired grammar types or rules. If you select a grammar type, all rules within the type are selected. Click ADD. The selected grammar types and rules are added. If your selections span grammar classes, a field is added for each class and includes the grammar types and rules under that class. For each field that represents grammar types or grammar rules that are not part of a grammar type, you can define the number of values that must be identified for the document to match the criteria. NOTE: For fields that represent only grammar rules that are part of a grammar type, you cannot define a number of identified values. To define the number of grammar values that must be identified for the document to match the criteria, click the COUNT button above the grammar field that has been added and then click Any (Default), At least, or At most. If you select At least or At most, type the desired number or use the up or down arrows to define the minimum or maximum number of values identified in the document in order to match the criteria. For each field, you can define the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). To edit the confidence level, click the CONFIDENCE button above the grammar that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary to define the desired minimum confidence level, up to 100. | Create Date > By date range From <date> to <date> AND File types TXT, XLS. (“company declared bankruptcy” AND "Smith and Jones") AND Create Date > By date range From <date> to <date> AND File types TXT, XLS.
   For multiple-value fields, items of each metadata type in the list are combined with the OR operator, then combined with any other metadata fields with the AND operator. | (Create Date > By date range From <date> to <date>) AND (File types TXT OR XLS) AND (Datasets "myRepo1" OR "Repo2") (Create Date > By date range From <date> to <date>) AND (Tags "tag01" OR "tag02") In this example, "tag01" and "tag02" are defined in a single Tags field. (Create Date > By date range From <date> to <date>) AND (Tags "tag01") AND (Tags "tag02") In this example, "tag01" and "tag02" are defined in separate Tags fields.
   NONE of the following | Add one or more metadata fields and define the specific values that, if matched, are excluded from the results. Each entry is combined with the OR operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Select the check boxes for the desired grammar types or rules. If you select a grammar type, all rules within the type are selected. Click ADD. The selected grammar types and rules are added. If your selections span grammar classes, a field is added for each class and includes the grammar types and rules under that class. For each field that represents grammar types or grammar rules that are not part of a grammar type, you can define the number of values that must be identified for the document to match the criteria. NOTE: For fields that represent only grammar rules that are part of a grammar type, you cannot define a number of identified values. To define the number of grammar values that must be identified for the document to match the criteria, click the COUNT button above the grammar field that has been added and then click Any (Default), At least, or At most. If you select At least or At most, type the desired number or use the up or down arrows to define the minimum or maximum number of values identified in the document in order to match the criteria. For each field, you can define the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). To edit the confidence level, click the CONFIDENCE button above the grammar that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary to define the desired minimum confidence level, up to 100. Selecting NONE of the following excludes the criteria from the match. | (“company declared bankruptcy” AND "Smith and Jones") NOT File types TXT, XLS.

   To remove a defined tag criteria, click the associated remove icon ().

   Click NEXT.

5. Review the Summary and then click FINISH.

   The new tag is created.

To edit a tag

1. On the Manage Tags page, click the name of the tag you want to edit.

   TIP: You can also do one of the following:

   - Click or hover over the row for the desired tag and then click the edit icon ().

   - Click the row for the desired tag, click the open detail pane icon (), and then click EDIT.

   The Edit Tag dialog opens

2. Make the desired changes.

   NOTE: The tag Type (Dynamic or Static) cannot be changed.

   - Changes to a dynamic tag may affect previously tagged items.

   - Changes to a static tag have no effect on previously tagged items.

   Click NEXT.

   The Summary page opens

3. Review the affects of the changes to the tag.

   To make adjustments, click PREVIOUS and then return to the Summary page.

4. Click FINISH when done.

   The tag is updated.

To delete a tag

1. On the Manage Tags page, click or hover over the row for the desired tag.

   TIP: You can also click the row for the desired tag, click the open detail pane icon (), and then click DELETE.

   Additional icons display.

2. Click the delete icon () associated with the desired tag.

3. In the confirmation dialog, click YES to confirm the action.

   NOTE: If the tag is based on another tag, you will see a message that lists the underlying tags. You must remove the underlying tags from the tag criteria before you can delete this tag.

   The tag is deleted.

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Version 25.4.1 | Last updated January 2026
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