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  2. Library Admin General
  3. Overview of setting up and using keyword hierarchies
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  3. Overview of setting up and using keyword hierarchies
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  3. Overview of setting up and using keyword hierarchies

Overview of setting up and using keyword hierarchies


This help topic provides an overview of keyword hierarchies; how to set up and maintain them. In KnowAll Matrix, it’s possible to view your keywords in a collapsible/expandable tree view, which makes visualising and arranging heirarchies much more intuitive.

As of version 1.3 (August 2022), you may set up multiple keyword taxonomies.

Adding and maintaining hierarchies

  • For an overview on adding and editing keywords generally, please see the relevant help topic.
  • While a keyword can only be assigned one immediate parent, it’s possible for that parent to be assigned its own parent, and so on. Additionally, you can assign multiple different keywords the same parent. This way, it’s possible to create a hierarchical tree (or taxonomy) of keywords within the system.
  • When creating hierarchies, it’s easier to use the hierarchical view of keywords. Go to Library Admin > Catalogue > Taxonomies & Keywords > Keywords Hierarchical to open the Keywords Taxonomy screen, as below.
  • This screen loads with all taxonomy types shown. Use the Filter by Taxonomy Type drop-down menu to only show a specific taxonomy.
  • Taxonomy types, and keywords that have children, have a small arrow to the left of them. Click this to view the child keywords.
    • The number of titles that have been assigned to a keyword is displayed in a blue circle next to the keyword. Click on this number to see a list of the titles that have been assigned this keyword.
  • To add a new keyword, click Add New. If you’ve clicked on a keyword, this will create a child keyword immediately below it; if not, it will create a top-level keyword.
    • To add a top-level keyword again after adding child keywords, scroll to the top of the list and click on a taxonomy type to reset.
  • The new keyword will appear in the hierarchy (as below). Simply type the name of your keyword. Your changes are saved automatically.
  • To edit a keyword, highlight it and click the Edit button. This opens the Edit Keyword window, as below.
  • Type in the Keyword field to rename the subject, use the Taxonomy menu to change the parent taxonomy, and use the Parent Keyword field to search for and allocate a different parent keyword.
  • Click Add New Child to add additional child keywords, with this keyword as the parent.
  • Click Save Changes when finished.
  • Note that keywords can be moved around in the hierarchy by dragging and dropping on the Keyword Taxonomy screen, as shown below. Hold down the left mouse button in the middle of the word, then drag.
  • In the above example, ‘Commercial’ is being moved to a different parent keyword. Release the mouse button to complete the move. The below prompt will appear.
  • Click Confirm if you are certain about this change in taxonomy.

When adding keywords to titles

  • Please see the relevant help topic on how to add keywords.
  • Note that, when searching for a keyword to add, close matches will be displayed along with children of those matches, as shown below. Take care when keywords have similar (or even the same) names, but appear in different places in the hierarchy.
  • To avoid any ambiguity, click the Click here link next to Prefer to use the Hierarchical tool? to view the full hierarchical tree, as shown below. You may also search the tree using the ‘Search keywords’ field.
    • Note that the hierarchical tool can be set as the default, via Configuration > Catalogue > Options > Catalogue Settings – the ‘Default subjects/keywords view (admin)’ parameter.
  • Click on a keyword to select it.
  • Once the subject has been added, the full hierarchy will be displayed in the Keyword Indexing tab, as below.

When browsing and searching the OPAC

  • To browse by keyword, click on the Browse menu, then click By Subject to open the Browse By Subject search screen, as below.
    • If you have added your own taxonomies, these may be separately listed on the Browse By menu, depending on how they were set up.
Browse By Subject screen
  • The keyword hierarchy is displayed on the left hand side of the screen. You may browse the hierarchy here and click on a subject to display all the titles that have been assigned it. Alternatively, type a search term in the box and click the search button (magnifier) to narrow down the list (as in the example below).
Browse By Subject screen with result
  • The keyword hierarchy may also be displayed in OPAC search results. To enable this, open the Configuration menu, then click Searching, then Search Options. Scroll down until you see the Subjects/keywords display parents (Hierarchy) parameter (as below).
OPAC subject display parameters
  • Place a tick in the box, and click Save Changes.
    • Note that you may also have your keywords displayed as a hierarchical tree. Select ‘Hierarchy i.e. tree-view’ from the Book details subjects/keywords display format drop-down menu (also shown above).
  • Now, when viewing search results, the full keyword hierarchy will be displayed where titles have been assigned keywords (as below) – and if the Keywords field has been enabled (please see the help topic on configuring this).
    • If you don’t wish to display the full hierarchy, disable the ‘Subjects/keywords display parents (Hierarchy)’ parameter, found in Configuration > Searching > Search Tools > Search Options.
Updated on August 17, 2022

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