Tags and descriptions
Every analyzed file carries a caption, a description, keywords and tags produced by the AI. All of it is editable, and editing it is worth the time: search, smart albums and agents all read these fields.
Edit a file's analysis
Open a file and go to the Analysis tab. Everything the AI found is listed in full, and every field can be corrected.
Two fields repay the most attention:
The caption appears under the file everywhere in the app, and it is what an agent quotes when it cites the image. If it reads "a group of people at a table" when the photo shows your executive team at the annual meeting, correct it.
The keywords are what search matches. Add the terms your organization actually uses and that a model could not have guessed: product names, event names, the internal name for a campaign.
Tags
Tags are the controlled half of the vocabulary. Keywords are free text; tags come from a list your workspace maintains, so everyone tagging "Q3 Campaign" spells it the same way.
Add and remove tags from the file's Overview tab, or select several files in the library and tag them in one action.
Applying tags and defining them are separate permissions, in three steps. Anyone who can edit media can apply the tags that already exist. Adding a new value to a group is a permission of its own, which the built-in roles give to administrators. Changing the structure (adding, renaming or removing the groups themselves) is an administrative action under Administration → Media Tags.
If you want the people doing the filing to be able to add values as they go, grant that one permission to their role rather than making them administrators. See users and roles.
Grouping tags keeps related ones together in the picker. Keep the list short enough that people read it rather than inventing a new tag each time: twenty tags everyone uses beat a hundred nobody can find.
Hashtags are managed separately under Administration → Media Hashtags and are for social posts rather than for organizing the library.
Flags
Flags mark state rather than content: "needs review", "approved for external use", "do not use". Configure them under Administration → Flags. Use a flag for anything that records a decision about a file rather than a description of it.
Analysis schemas
What the AI looks for is configurable. Administration → Media Analysis lets an administrator define what a given kind of file should be analyzed for: a product catalog needs different fields extracted than an event photography library.
Set this up early. Every file analyzed afterward uses it, and files already in the library can be brought up to date by selecting them and choosing Reanalyze.
Bulk edits
Select several files in the library to tag them, flag them, add them to an album, or reanalyze them in one action. There is no bulk caption edit, by design. A caption that fits two hundred files is too generic to be useful.
Why it matters
Three things improve as soon as the descriptions are correct:
- Search finds files. Most "I can't find it" is a caption problem.
- Agents cite the right file. An agent asked for a photo of the leadership team picks the correct one because the caption identifies it.
- Generated work uses better images. The presentation generator and the design editor choose from the library by matching descriptions against what the slide or layout needs.