- 4 minutes to read

Make an Article easy to find

An Article nobody finds doesn't help. Tags put your Article in the searches your team already makes, and Custom Metadata records who owns it, whether it's approved, and when it's due for review.

  • ✅ Tag an Article so it turns up in the Articles list filters and in search
  • ✅ Create a new tag while you type
  • ✅ Record the owner, approval status, or review date as Custom Metadata

Tag an Article, fill in its Runbook Owner, and find it again on the Articles list, animated walkthrough (7.12)
Animated walkthrough: tag the runbook, fill in its owner, save, and find it again with Filter on Tag.

When you need this

You wrote an Article, and you want the next person searching for "orders" or "month-end" to land on it, or your team needs to know who keeps it up to date.

What you need

Do it

Add Tags

Tags are free-form words you choose, unlike Categories and Applications, which come from your monitoring setup.

  1. Click the Tags field and start typing.
  2. Click an existing tag in the suggestions, such as orders. The first suggestion is always what you typed, as a new tag: when you type ord, pressing Enter creates the tag ord, so click orders instead.
  3. Type a tag that doesn't exist yet, and pick the suggestion marked Id: New. Nodinite creates it when you save.
    Tags field with orders added and runbook typed, offered as a new tag marked Id: New (7.12)
    A tag that doesn't exist yet is offered with the badge Id: New.
  4. Add as many tags as help, such as troubleshooting, sap, or monthly-maintenance. Remove one with the after its name.
  5. Click Save.

Add an existing and a new tag to a runbook, remove one, and save, animated walkthrough (7.12)
Animated walkthrough: pick orders, add the new tag month-end, remove draft, and save.

Agree on tag names across your team; consistent tags make the whole knowledge base easier to search. To rename or tidy tags, see Manage Tags.

Fill in Custom Metadata

  1. In the Custom Metadata card, find the field; every field your team uses for Articles is already listed.
  2. Fill in its value, for example Runbook Owner: Contoso Integration Team. Clear value empties it.
    Custom Metadata card with Edit and Preview tabs, Add Custom Metadata, and the Confidentiality, FAQ, and Runbook Owner fields (7.12)
    Each field shows its description below the value.
  3. Switch to Preview to see how it reads, then click Save.

Fill in the Runbook Owner of a runbook, preview it, and save, animated walkthrough (7.12)
Animated walkthrough: fill in Runbook Owner, switch to Preview, and save.

Typical uses: the Article's owner or team, an approval status (draft, approved, under review), a compliance reference, a review date, or the ticket that triggered a change. Use Custom Metadata rather than the older Custom Fields.

Need a field that isn't there? If you have access to Custom Metadata, Add Custom Metadata creates a new field, and Edit definition changes an existing one, right in the card.

Saving Tags and Custom Metadata doesn't create a new revision; only changes to the title, text, content type, or Document Profile do.

What you'll see

Find the Article again on the Articles list:

  • Filter on Tag: type the tag and pick it. Clicking a tag in a row's Tags column sets the same filter.
  • Search content (on the list toolbar, or Ctrl+Shift+F) finds the Article by its tags and Custom Metadata values. Only Titles and Content are ticked by default: open Options (the gear next to Search) and tick Metadata. Put a phrase in quotes, for example "Contoso Integration Team". See Content Search.

Articles list filtered on the tag orders, with the INT001 Orders runbook and its tags orders and runbook (7.12)
The runbook is found again by its tag.

Find the runbook by its tag on the Articles list, then by its Runbook Owner with Search content, animated walkthrough (7.12)
Animated walkthrough: Filter on Tag finds the runbook by orders; Search content with Metadata ticked finds it by its Runbook Owner.

When someone reads the Article, its tags show as # orders badges, and the Custom Metadata as a card below the text.

If it doesn't work

  • The field you need isn't listed. Ask someone with access to Custom Metadata to add it, or add it yourself with Add Custom Metadata.
  • Two tags mean the same thing. Pick one and use it from now on; see Manage Tags.
  • Still stuck? See Support.

Next Steps