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AutoTag is an automation feature to apply metadata to items or documents across SharePoint Online and SharePoint Server

Centrally manage and consistently apply metadata to documents automatically within your SharePoint lists and libraries

See in action
pile of printing papers

AutoTag lets you maintain site-wide or enterprise-wide lists of managed metadata terms and associated taxonomy, and automatically apply these to matching content, document library by document library

 

Achieved by the deployment of Tag Bots

Each Bot uses a source list with metadata information that needs to be updated on the target lists/libraries. The source and target can be selected either by manual input of site URL details or by searching across the tenancy based on your list/library/content type names or IDs or even a wild card pattern

Benefits

  • Increase coverage of metadata and tags
  • Increase discoverability and searchability of your content
  • Reduce the burden of applying metadata
  • Reduce required user interaction and overheads
  • Drive knowledge management in a predictable and manageable way
  • Allows you to create personalised portals showing users relevant content

Works with

  • SharePoint Online
  • SharePoint Server Subscription Edition
  • SharePoint Server 2019
  • SharePoint Server 2016
  • SharePoint Server 2013

Supported  column types

  •  All SP column types are supported

Reliable automation to keep your data organised

Use a Tag Bot to structure your data, giving back valuable time to your users

We process complex data automatically so you don’t have to

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See AutoTag in action (Please rotate screen to landscape mode if viewing on a mobile device)

Before AutoTag

The target list or library only has a reference to what metadata should be applied in its Title - This is the reality of many SharePoint lists and libraries. Over time they become an accumulator of unrelated, unstructured elements. At some point, a given list or library is more of a burden than help, because to find anything there, the user must spend an unjustifiable amount of time.

After AutoTag

The AutoTag Bot recognises the Title has potential metadata and cross references this with its source list. Tags are then applied accordingly. A single piece of information is all AutoTag needs - which can even be within a title to fully tag List and Library items across a given site collection. This means less stress, no lost time and increased productivity thanks to clear information architecture applied automatically.

All Bots Screen

This screen stores information about all currently configured and deployed Bots as well as those ready for setting up.

How to start setting up a new AutoTag Bot?

To set up a new Bot, go to New Bot Tab on the top menu and select the targeted lists or libraries for tagging from the dropdown menu.

Your new Bot needs a MetaData source

With the target List or Library chosen and a Bot named, the Bot now needs directing to a Source.

Bots need a distinct list of tags it can apply

A specific List containing all lookup MetaData must be appointed as the Source List for the bot to cross-reference.

What if one list of tags is not enough?

AutoTag allows you to chose any number of source Lists from the source site.

AutoTag supports collaboration

If you want to nominate other users, giving them rights to modify your Bots, you can add them separated by a semi-colon ';'

A Bot needs work

With the initial configuration of the bot completed, the owner can specify unique columns and target Lists from sites in the target Site Collection

AutoTag will fill in the blanks

You can also set a Bot with additional options helping it on how to fill the blanks in the Lists or Libraries.

Your own task force of Bots

When a new Bot is fully set up, it will appear in the "All bots" section of the main menu.

Time to inspect all Bot activity

If you wish to inspect AutoTag activity at any point, visit the Activities tab in the main menu and choose a date range that requires investigation.

AutoTag Viewing Activities for a given Date Range

AutoTag will display a list of every modification to its bots and related resources as well as any actions it performed within a chosen data range.

Learn about every detail of a Bots' activity

If anything requires a deeper investigation, you can explore all details of every Bot action by following the "View Details" button.

AutoTag Editing a Target List or Library

AutoTag Editing Bot Details on a Target List or Library

AutoTag Editing Bot Options on a Target List or Library

AutoTag Viewing Column Mapping for a Bot

Each and every Bot for AutoTag can display its mapping of source and target column data

Map your column to the job

To enable 100% accuracy, AutoTag can be configured to Map Columns however necessary to get the job done.

Every action is viewable for investigation

AutoTag stores any issues it encountered in its own log. This allows administrators to request a report of issues for any date range.

Frequently asked questions

Below are commonly asked questions about adopting AutoTag

What can we use AutoTag for?

AutoTag allows you to centrally manage and consistently apply metadata to documents automatically within your SharePoint lists and libraries.

What is an AutoTag bot?

AutoTag Bots are agents that, when instructed will apply metadata to targeted lists/libraries. Each Bot uses a source list with pre-loaded metadata information and uses that source list to cross-reference with when applying missing metadata on the target lists or libraries. 

What users need a licence for AutoTag?

None, AutoTag is licenced to a Microsoft 365 tenancy with a number of AutoTag Bots available to deploy.

Does my data leave my tenancy?

JFDI Consulting Ltd does not gain access to your data at any point. AutoTag is deployed directly inside your tenancy and all actions it performs are kept internal.

Which Languages does AutoTag support?

An AutoTag Bot can be applied to any list or library within a given site collection. 

Which file formats are supported by AutoTag?

AutoTag applies metadata, without interference with the target content. It can apply metadata automatically to any type of content no matter what file format. 

How many files can be processed using AutoTag?

There is no limit. All you need is an active subscription and available bots to deploy. 

Plan your Information Architecture

AutoTag can help you get your house in order. But to fully realise the benefits of documents across your enterprise, you need to adopt information architecture principles

Get Advice

Get Started with AutoTag v2.0

The first 30 days are on us for you to test drive automatically tagging your SharePoint hosted files

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Looking for our other SharePoint solutions?

Over the years, JFDI have produced a wealth of solutions for SharePoint Server and Online through the delivery of Apps and Web Parts. Many of these are now available for an individual or bundled purchase

Contact Us
  • AutoTag Starter Bundle
  • Single Bot Extension
  • Bot Pack Extension
  • AutoTag Enterprise Bundle
Usually £999pm now for a limited time only £660pm
Usually £199pm now for a limited time only £149

Usually £750pm now for a limited time only £499pm

  • The main AutoTag cloud service
  • Multi-Tenancy based
  • Deployment of 25+ Bots

Contact us for more information

JFDI Consulting

Microsoft Gold Partner
Brighton, East Sussex

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