Assigning Taxonomy Terms to Resources

Assigning Taxonomy Terms to Resources

How to categorize (index) resources with the Taxonomy

Admins and workers with authority to edit Resources can assign Taxonomy terms in the following manner.
  1. Click "Resources" from the left hand menu.
  2. Search for the program you wish to assign a taxonomy term to.
  3. Click "Details..." to view the program details screen.
  4. Click "Edit" on the right hand side of the screen.
  5. Scroll down to the "Categorization" section and click "(Assign this resource to taxonomy terms)".
  6. Ensure you have "Taxonomy" chosen at the top of the pop-up screen, type the name of the taxonomy term you are looking for in the search text box, and click the "Search" button.
  7. Click in the check box next to the taxonomy term name (it should now have a check mark), and then click the "Save selections for this resource" button.
  8. Click the "Close window" button if you are finished assigning taxonomy terms, or click the circle next to "Create a new assignment" if you would like to add another term.

It is considered a best practice to make taxonomy assignments where the rest of the service delivery resides – in Program records.

Removing Taxonomy Terms
To remove a taxonomy term while editing a Resource record
  1. From the "Assigned this resource to taxonomy terms" window
  2. Select the taxonomy term to remove
  3. Click on "Remove the Selected assignment"

How to assign Linked Taxonomy Terms to Resources

Linking taxonomy terms together can yield a more targeted and nuanced indication of a service than stand-alone taxonomy term assignments. For example, a certain source of  Health/Disability Related Support Groups might not be generally available to the public from a particular provider, but instead is only available to those with Cancer. So a resource editor, instead of assigning those two taxonomy terms independently, would link them together like so:  Health/Disability Related Support Groups  * Cancer.

Admins and workers with authority to edit Resources can create linked Taxonomy terms in the following manner.
  1. Click "Resources" from the left hand menu.
  2. Search for the program you wish to assign the linked taxonomy term to.
  3. Click "Details..." to view the program details screen.
  4. Click "Edit" on the right hand side of the screen.
  5. Scroll down to the "Categorization" section and click "(Assign this resource to taxonomy terms)".
  6. Ensure you have "Taxonomy" chosen at the top of the pop-up screen, type the name of the "base" taxonomy term you are looking for (e.g. "Health/Disability Related Support Groups") in the search text box, and click the "Search" button.
  7. Click in the check box next to "Health/Disability Related Support Groups" (it should now have a check mark), and then click the "Save selections for this resource" button.
  8. Now that the "base" taxonomy term is assigned, click the circle next to "Health/Disability Related Support Groups" to select it in the box in the middle of the screen.  (This will deselect "Create a new assignment".)
  9. Type "Cancer" in the search text box, and click the "Search" button.
  10. Click in the box next to "Cancer" (it should now have a check mark), 
  11. Then click the "Save selections for this resource" button.  You will now see the linked term in the box in the middle of the screen.
  12. Click the "Close window" button if you are finished assigning taxonomy terms, or click the circle next to "Create a new assignment" if you would like to add another taxonomy or linked taxonomy term.
Removing Linked Terms
To remove a linked term while editing a Resource record
  1. From the "Assigned this resource to taxonomy terms" window
  2. Select the full term to remove
  3. Click on "Remove the Selected assignment"
All terms in the linked term will be removed. Follow the Add terms instructions to add service terms and other linked terms if required. 
Tip: Add the service term and any linked terms you want to keep prior to deleting the original for easy referencing.

How to report on how many resources a Taxonomy term is categorized in

For organizations with the iCarol AIRS Taxonomy Tools enabled, you have the ability to export data to Excel that will show you how many resource records each Taxonomy term is categorized in. To export this data, complete the following steps: 
  1. Click Resources in the left side menu
  2. Click the Manage Resources link
  3. Under the Taxonomy section click the link Customize the Taxonomy
  4. Click the Excel icon to export the data to Excel. The data in this file will show you how many resource records each Taxonomy term is categorized in.

How to Review Resources in Inactive Taxonomy Codes

Taxonomy terms are made inactive in your iCarol system either by uploading a Taxonomy filter into your system, or using the tools to manually customize your Taxonomy. When a taxonomy term is made inactive in iCarol, any resources with the inactive taxonomy term remain categorized with the taxonomy term until a resource editor at your organization manually edits the resource and removes/replaces the inactive term. 
You can review Resources in Inactive Taxonomy codes in iCarol by completing the following steps:
  1. As a user with permission to do so, from the main Resources page click the 'Manage Resources' link
  2. Under the section named Taxonomy, click the 'Resources in Inactive Taxonomy Codes' link
  3. On this page you'll see a list of all resources in your database that are categorized with an inactive code. Notice at the top of the list there's a filter allowing you to include/exclude inactive resources which may be helpful to use as you're deleting inactive taxonomy assignments
  4. You can click the '(edit)' link next to each individual resource listed on this page, and delete the inactive taxonomy assignment from each resource; you may wish to do this if you want to categorize a new taxonomy term in place of the inactive term
  5. You can also choose to click the button at the top of the list to 'Delete all inactive taxonomy assignments', which will delete all inactive taxonomy assignments at once

How to Review Resources in Retired Taxonomy Codes

When taxonomy terms become retired, as determined by AIRS, the taxonomy terms  in iCarol are retired accordingly with the scheduled taxonomy update in iCarol.
When a taxonomy term is retired in iCarol, any resources in the retired taxonomy term remain categorized with the taxonomy term until a resource editor at your organization manually edits the resource and removes/replaces the retired term. 
You can review Resources in retired Taxonomy codes in iCarol by completing the following steps:
  1. As a user with permission to do so, from the main Resources page click the 'Manage Resources' link
  2. Under the section named Taxonomy, click the 'Resources in Retired Taxonomy Codes' link
  3. On this page you'll see a list of all resources in your database that are categorized with a retired code. Notice at the top of the list there's a filter allowing you to include/exclude inactive resources which may be helpful to use as you're deleting retired taxonomy assignments
  4. You can click the '(edit)' link next to each individual resource listed on this page, and delete the retired taxonomy assignment from each resource; you may wish to do this if you want to categorize a new taxonomy term in place of the retired term
  5. You can also choose to click the button at the top of the list to 'Delete all retired taxonomy assignments', which will delete all retired taxonomy assignments at once

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