What are and How to use "User tags" in CommonLook PDF Desktop

Product

CommonLook PDF Desktop Version

Feature

Tagging 

Document Element

User Tags (Insert Tag and Convert Tag ribbons) 

Overview

CommonLook PDF Desktop lets you customize the Insert Tag and Convert Tag ribbons by adding a User Tags group. This gives you one-click access to whichever PDF tags you use most, instead of having to open the "Standard Tags" dropdown menu every time.

By default, the ribbon surfaces the most commonly used tags directly (and many can also be applied with keyboard shortcuts). Less common tags — such as Art (Article), Div, and Formula — are tucked away in the "Standard Tags" dropdown. If you find yourself reaching for one of these "less frequently used" tags on a regular basis, adding it to your User Tags group keeps it just as accessible as the default tags.

This same functionality is also available in the web-based Advanced Editor, though the steps to configure it differ slightly from the desktop version described here.

Prerequisites 

Consider setting up User Tags if:

• You regularly apply a tag that isn't already in the default ribbon (for example, Art, Div, or Formula).
• You want faster, more consistent tagging across a document or across multiple projects.
• You need to apply a Custom Tag repeatedly and want it available directly from the ribbon.

Steps to Follow

Adding User Tags

1. Navigate to the Settings tab.
2. In the ribbon, select User Tags.
   
3. Type the names of the tags you want to add.
4. Click Close when finished.
   

Once saved, your selected tags will appear in the User Tags group on both the Insert Tag and Convert Tag tabs.

Removing User Tags

1. Navigate to the Settings tab.
2. In the ribbon, select User Tags.
3. Remove the tags you no longer want, or select Clear All to remove all User Tags at once.
4. Click Close when finished.

Screenshots

Common Problems

Custom tags aren't behaving like standard tags. If you add a Custom Tag to your User Tags group, it must be properly Role Mapped to a standard PDF tag type. An un-mapped Custom Tag can cause accessibility or validation issues. See the Related Articles section below for more on Role Mapping.

Frequently Asked Questions

Why should I use User Tags?

The most frequently used tags are already available in the ribbon from Insert Tag and Convert Tag (and often via keyboard shortcuts). Less frequently used tags, like Art (Article), Div, and Formula, are only accessible through the "Standard Tags" dropdown menu. If you use one of these tags often, adding it to the User Tags group makes it just as readily available as a default tag.

Can I add Custom Tags to the User Tags group, not just Standard Tags?

Yes. In addition to adding popular Standard PDF tags to the ribbon, you can use this same functionality to add Custom Tags. If you create Custom Tags, make sure you properly Role Map them so they correspond to a standard PDF tag type. For more information, see our article on Role Maps and Custom Tags, linked below.

Related Articles

Role Maps and Custom Tags (Desktop and Advanced Editor)