KIM Keywording 3 (english)

Software for multilingual keywording

Welcome

Congratulations!

 

You want to improve your keywording. You have come to the right place! We are passionate about keywording.

Kursiv has been a photo agency for almost 20 years. The processing of masses of images from many suppliers, along with keywording services for photographers and corporate companies, have given us a wealth of feedback about keywording processes. KIM Keywording is the result.

We invite you to check the many options KIM Keywording has to offer you to optimize your keywording workflow.

 

 

Introduction

Introduction

 

KIM Keywording is a professional tool for multilingual keywording. As such, it aims at professional users like

  • keywording services,
  • photo agencies and
  • photographers

who publish their images through partner websites or need to deliver sets of metadata.

 

What it does

KIM Keywording loads your images into a database (not the files – just a reference). For every image a new record is created, IPTC-data is read from the files, thumbnails are created and several bits of information about the imported batch are added.

Once the images are loaded, you can process the metadata and start the keywording of the images.

After you are finished, you can write back the IPTC information into the files and/or export a complete set of metadata, including extra fields for additional languages and other specifications in many standard formats like XLSX or CSV to use them for your website or for distribution.

KIM Keywording also keeps track of every batch of keywording. You will be able to check the status of any given batch, if it has been invoiced, etc. You can add details about your work anytime and thus keep track of your work.

 

What it is not

KIM Keywording is not a file browser and it does not support all file formats. It is focussed on JPG files only, as this is the format for 99.9% of all images on the internet. The program is not meant to replace your image editing software, nor is it meant to be a DAM system. KIM Keywording comes in at a very specific point in your workflow, which is after your editing and selection and before the distribution of your content. KIM Keywording is meant to work for those images you want to distribute.

This having said, there is much similarity to a DAM system, as you can search across all images, even if the images themselves are on non-connected drives.

 

Multilingual capabilities

KIM Keywording supports a multilingual approach to keywording, but it does not translate. It is a hierarchical database and for every entry, it has up to 9 additional language fields in which you can provide correct translations. Altogether you can work with up to 10 languages simultaneously, depending on the version of KIM Keywording you have.

How it works

The basic keyword hierarchy is created in the first language. With the first language, you build, so to say, the structure. Within the structure, you can add appropriate translations for every added keyword. Once you have keyworded images with a single language, you always can add new languages to the keyword database, and then reapply the changes and additions to already keyworded images. KIM Keyword allows you to maintain a valid link between the keywords already applied and the original keyword database, thus allowing updates to your work.

Example: If you keyword today in English, then next year choose to add Japanese to the keyword hierarchy, you can update the already keyworded images with the Japanese keywording – and it will be correctly applied.

 

 

Different versions of KIM Keywording

Different versions of KIM Keywording

 

KIM Keywording is available in two versions:

  • Single language version
  • Multilingual version, with support for up to 10 keywording languages

If you order one of the versions, you will get a name and password to unlock the ordered functionality. You can upgrade from the single language version to the multilingual version, by purchasing a crossgrade on our website.

 

 

Limitations of the test version

Limitations of the test version

 

The test version only has a single limitation: There is a maximum of 20 images/records in the image database. There is no other limitation. If you want to use the test version as a free version – just go ahead!

The test version:

  • Forever free, non-expiring
  • Max. 20 records
  • Full multilingual functionality

 

Working with the free test version

No budget? No problem. Use the free version to do the job. You cannot build an extensive searchable database, nor can you update already keyworded images, but you can do the keywording in batches of 20 images at a time, even using the multilingual functionality. After processing 20 images, you must delete the 20 records, then can import more. The limitation is only on the number of image records, but the keyword database is completely unrestricted. You can build a complete keyword structure and work like a pro!

 

 

Installation

Installation

 

Quick guide to the installation of the software.

Download

Download

 

Download the version for Mac or Windows from kursiv-software.com. Always keep an installer for your own records.

Full versions are available for download from your order. Test versions are public and only reflect the latest official release.

Always keep an installer for your own records.

 

Installation

Installation

 

Standard installation

KIM Keywording is being delivered with a runtime version of Filemaker Pro for Mac and Windows. This allows you to run KIM Keywording on a single computer without the need to purchase a full version of Filemaker Pro.

To install, do this:

  • Mac: Double-click the DMG-file and drag the KIM Keywording folder to any location on your hard drive.
  • Win: Double-click the installer and follow the instructions.

KIM Keywording can be installed anywhere on your hard disk, but you might prefer to store it either in your program folder or your documents folder.

 

Using a full version of Filemaker Pro

If you happen to have a full version of Filemaker Pro 15 or higher, you also can use KIM Keywording without the runtime version. In that case, you only need the database files. See the chapter "Solution files" for more information.

 

 

 

Updates

Updates

 

If you have a previous version of KIM Keywording, you can update by importing your old data into the new version.

  1. Warning: Do not overwrite your old files!
  2. Install the new version in a new and separate folder
  3. Start the new version and enter name and password
  4. Go to "Files > Import (Update)"
  5. Start a "Full update"
  6. Follow the comments.

 

 

 

 

 

 

 

Solution files

Solution Files

 

KIM Keywording has been created with Filemaker Pro. Filemaker is an advanced development platform with great ease of use and with worldwide support. KIM Keywording is a Filemaker-based software solution.

 

Runtime

Depending on the platform, a different runtime version of Filemaker Pro is delivered together with the solution. The runtime version allows you to run the solution also if you have no full version of Filemaker Pro yourself.

After installation you will have two sorts of files:

  1. The database files
  2. The runtime files

The database files themselves are cross-platform. The runtime is specifically for either Mac or Windows.

 

Database files

These are the database files:

  • xKeywording.fmpur (the interface)
  • xKeywords.fmpur (the keyword database)
  • xMedia.fmpur (the image database)

All functionality and information are in these three files. xKeywording ist the main file which has the program interface. This is the file to start the application.

 

Using the Runtime version

The runtime version is called "KIM Keywording 3". It is the engine – so to say – which runs the database files. Doubleclick "KIM Keywording 3" to start the solution.

 

Using a full version of Filemaker Pro

If you happen to use Filemaker Pro yourself, and you have a full Version of Filemaker Pro 15 or later, you can use the database files without the runtime version.

You can copy the database files to any location you want and rename them like:

  • xKeywording.fmp12
  • xKeywords.fmp12
  • xMedia.fmp12

Doubleclick xKeywording.fmp12 to start the solution. Do not change the name themselves, as this will break the links between the files. We suggest that you store the files in a folder of choice and create an alias reference to xKeywording.fmp12 which you can name as you like.

If you need to change the file names, use Filemaker Pro Advanced, "Tools > Developer utilities". This is the easiest way to rename files while maintaining the link integrity.

 

 

First steps

First steps

 

How to get started with KIM Keywording. This chapter is meant to quickly introduce you to a basic workflow with KIM Keywording.

 

 

 

Import your images

Import your images

 

About Projects and Importing

If you start KIM Keywording for the first time, this is your first screen. It is the part concerning "Files" and it is called the "Projects" page. In order to keyword images, you need to import files into a project.

Click "Add new photos" to get started:

 

 

Adding photos will require that you create new project or select an existing and still active project.

Consider a project to be a batch of work you want to process. It is not a category for continuous adding, but a project to start and also something to finish. This is about your keywording workflow, and you probably want to create a project for every batch you process. Doing this makes it easier to track your progress and will keep your workflow clean and well structured.

Important: KIM Keywording reads and writes data only from and to JPG files!

 

 

 

A project can be the photos of an event, the images of a trip, or the selection of this month. It makes sense to create a unique and clear name for every part of your work.

 

 

 

First of all create the unique name. We suggest a name structure for easy sorting:

  • Prefix - like a short for a customer
  • Date - link the project to a date
  • Suffix - Project number or other referral

You can edit the suggested name if you like. Add some more details about this specific project.

 

 

 

By clicking "Continue" you will be asked to select a single image or a folder to upload into this project. After doing this, the image(s) will be imported. Once the import is finished, your start screen will now list the new project like this:

 

 

The selected project will show thumbnails of the related images, as well as the detailed information about the project.

Congratulations! You have now successfully added your first images to the database.

 

 

Good to know

  • Your files remain in the original location and are not physically imported into KIM Keywording
  • KIM Keywording reads the information from the original files
  • KIM Keywording creates thumbnails for quick referencing
  • Do not move your files or the database after importing, as this will break the link between files and database (this can be repaired, but we'll leave that for the moment)

 

Understanding projects

Understanding projects

 

Understanding the concept of projects is essential for the workflow with KIM Keywording. A project is not a category, but a batch of work. It is just a series of photos you want to keyword. Projects are intended as a wrapper around an image selection, which belongs together and should be processed together.

The goal of a project is to define a batch of images and also to keep track of its processing status. You can create a new project, then work on it, and eventually finish the work. A project should have a clear start and end date. Professional keyworders can create projects for clients. Photographers can create projects for events, or for certain photo shoots.

KIM Keywording has been designed for a production process. Projects are a means to structure the different production parts and stages.

Using the top navigation

Using the top navigation

 

You have just imported your first folder of images. How do you get from the import to the keywording? Before giving a detailed answer to that question, let us have a quick glance at the structure of the interface and consider an overview of the functions.

 

Top menu

The top navigation gives an overview of functions in logical groups.

 

 

  1. Files: Import and export, project descriptions, rename files, updates and backup
  2. Photos: All photos with details
  3. Keywording: Here you do the keywording
  4. Database: The keyword structure as applied during keywording
  5. Translation: Translation screen for the keyword structure

 

 

 

Selecting images for keywording

Select images for keywording

 

In order for images to appear in the keywording screen, the must be activated for keywording.

Activate keywording during import:

 

 

 

Change the keywording status manually any time under Menu Keywording > Selection. First select the batch to choose from at the left side, then click on images to activate the keywording. The keywording state is color coded in a way which is also suited for people who are color blind to the red and green spectrum.

  • White = not yet processed
  • Red = activated for keywording (dark)
  • Green = keywording completed (light)

By clicking multiple times on an image, you cycle through the three different states. 

 

 

The color code buttons above the images will allow you to extend the selected color code with a single click to the current project.

 

 

Selected images will then appear in the keywording screen:

 

 

 

 

Keywording screen

Keywording screen

 

Using the keywording screen

 

The keywording screen is where you do the keywording. This screen shows all images, which have previously been selected for keywording. In the following screenshot, there are 2 images selected for keywording.

The list of thumbnails with two images at the left shows the complete selection which is to be keyworded. Click on any of those thumbnails to select that image for keywording.

 

 

The keywording screen allows you to view and process images selected for keywording.

 

How to keyword

How to keyword?

 

This is how it works in 3 steps

  1. Keywords are created in the keyword database
  2. Keywords are searched for during keywording to create a temporary set of keywords
  3. The keyword set – if complete – is then applied to one or more images

 

Helps to speed you up

There are several bits of help to speed up the process of creating a keyword set. There are search functions, shortcuts (quick lists), wizard functions etc. They all help you to find and apply verified keywords from a verified database fast and reliable. The better and faster you can create your keyword set, the easier it is to get a fast keywording workflow.

Let us start to use the functions.

After you have imported your images and activated at least some for keywording, type a keyword in the search field of the keywording screen:

 

 

 

Quick workflow

  1. Press TAB to set the cursor in the search field
  2. Type "apple" as a keyword
  3. Press TAB again to activate the search
  4. In this example, 2 entries in the database were found. Click on both.
  5. Keywords from both strings are now added to the Keyword Set

 

The Keyword Set

Keywords are first added to a temporary Keyword Set. With only 1 search and 2 clicks we have added 13 verified keywords to the Keyword Set, as seen here:

 

 

 

 

Applying the Keyword Set to an image

Click on the yellow "Replace" button to apply the Keyword Set to the Keyword field of the selected image. All keywords now appear in the IPTC Keywords field. Along with this main language, available other languages would as well have been applied with the same click.

 

 

 

Completing the keywording for an image

 

To finish this image and to complete the keywording, click on "OK and next image". The image will change its keywording status from Red to Green and disappear from the screen. The keywording status is now "finished".

The next image appears. If the same Keywords apply to this image as well, simply click on "Replace", then on "OK and next image" and so on.

 

 

 

Exporting metadata

Exporting metadata

 

KIM Keywording is all about processing metadata and adding keywords. The total set of information can be exported for use on websites, etc.

 

When IPTC information is saved to the files

During keywording, you confirm with "OK and next image" that the current keywording for that specific image has been done. There is a status change from red to green, and the image disappears from the keywording screen. At the same time, the IPTC information is written back into the file (standard setting). There are several functions to read and write IPTC data from and into the files.

Note: Only during keywording the IPTC data is written back into the files automatically. When you work on metadata fields in the section "Photos", you must write back information into the files by clicking on the appropriate function button.

 

Additional fields

While IPTC fields contain much valuable information, it cannot contain all information as available in KIM Keywording. Extra language fields for keywords, for example, do not exist in the IPTC definition. These extra fields, however, can be exported to a metadata file. This is perfect for delivery to clients, partners, etc.

 

Exporting metadata

To export metadata, go to "Files > Export metadata". There are 3 steps for exporting:

 

1. Select what you want to export

 

 

2. Set the delimiter for keywords

 

 

3. Set the export file format and file name

 

 

 

Export options

 

Among the export options we have included some presets:

  1. Standard export: All IPTC fields + the extra fields for languages and some more settings (standard)
  2. IPTC export: Only the IPTC fields
  3. Export all data: A complete export, containing the complete available data from KIM Keywording, including fields specific for KIM Keywording
  4. Stock Media Server: A standardized export with all fields relevant for the Stock Media Server, if you host your collection at this host (www.impactinit.com)

 

 

 

 

 

Next steps

Congratulations!

 

You have finished your first steps with KIM Keywording. A basic workflow has been shown. The next steps could be that you simply start adding more projects. You will discover more details while making progress with your work.

This manual will show more details and help you to get the most of your keywording tool.

Build your own keyword database

About the keyword database

 

We have a few tips before you start.

 

 

Do you need a ready-made database?

Is it important to have a "complete" database to start with?

 

Some people consider it helpful to purchase a "complete" database, as they hope it will fulfill all needs. Daily experience showed us that this almost never is the case. Every type of photography, every topic, even every client has its own needs. There is no such a thing as a "complete keyword database". The reality is, that you will always work on your keywords, improve them, enhance the structure, etc. This is true if you have a smaller or larger database to start with.

We choose to give you a limited database with your purchase of KIM Keywording. Its main goal is to show you how it might work. The sample database should help you with ideas and a basic structure. It should enable you to make a start with building your very own keyword database.

 

A pragmatic approach

 

It can be helpful to have some sort of a basic structure in place, but anything beyond that ist probably easiest to enhance during the keywording process itself. Instead of trying to make a perfect start, a more pragmatic approach could be to add keywords during the keywording process. While keywording you will discover many more words as you might have thought off before. You will also discover that some words need to be listed multiple times, but in different contexts. It is hard to predict this in advance. Keywording is constant learning by doing and considering the various options you have.

If specialized databases become available, we will add them to the shop at www.kursiv-software.com.

 

 

Are there standards for keywording?

Are there any standards for keywording?

 

No. There are no standards for keywording. There are just best practices, and even those best practices are not the same for everyone. You have no danger of doing something wrong if you do things your own way, but everyone certainly can improve its own keywording over time.

When working with partners or websites, you will frequently see that there are guidelines for keywording available. These guidelines may differ from website to website and from company to company. It might be useful to check partner websites for any guidelines you might want to follow. Some sites do not want plurals or synonyms added, other sites just want about 30 keywords as a maximum. Again other websites will allow you to upload data for several languages, while other websites will just take the IPTC data from the files.

 

I already have a keyword list to import

Can I import a keyword list I already have?

 

If you have used other tools and programs, you might have a keyword list you want to re-use in KIM Keywording. Can you import such a list? Well, not directly. KIM Keywording itself only has a direct import for its own structure, which is way more complex as most other tools available.

However, Kursiv has a tool to import a basic excel spreadsheet, CSV-file or tab-delimited list. This product is being developed right now and will be made available in due time. Until then, ask for a free conversion (support@kursiv.com).

 

 

Understanding the keyword database

The keyword database

 

The keyword database can be found under "Keywords". Here you build your keyword database.

 

 

The keyword hierarchy has up to 10 columns or levels. Currently, you only see entries in the first column or level. Once you click on any entry, you will see the depending additional levels appear. Instead of clicking on entries, you also can search for any keyword in the search field. Search for example for "Zurich" and press TAB to activate the search. It will present you a list of found results and click on the one you want to view.

 

 

 

Keyword hierarchies and contexts

Searching for "Zurich" or any other word, will allow you to navigate instantly to the searched phrase or keyword. It will display as a highlighted series of keywords in a hierarchical view, with the selected keyword as the endpoint of a string (farthest right).

The example of Zurich has a logical context. Words in a keyword hierarchy are always logically linked to other keywords by their position within the hierarchy. This is a good thing, as it allows you to differentiate meanings and apply multiple relevant keywords with ease. Think, for example, of the word "orange". It might appear twice, once in the context of "colors" and once in the context of "citrus fruit". The word is the same, but the context defines the meaning.

A keyword hierarchy runs from left to right. At the far left is the most general expression. Every next level to the right adds more differentiation. The most differentiated expression is the farthest to the right. These are the keywords you will search for later. Whatever is left of the selected keyword in the hierarchy, will be taken into account when applying keywords during the keywording process.

 

Zurich is within this context:

location > geography > europe > western europe > Switzerland > Zurich Canton > Zurich City

 

 

Singulars, plurals, and synonyms

 

The keyword hierarchy is built with the first language. The first language is also the language written back into the IPTC fields. Therefore, you might want to consider in which language you need to deliver the information embedded in the file. Usually, it will be English, but you can change this by either overwriting or replacing with another language existing in your keyword database. See: Dropdown menu KIM Keywording > KIM Keywording preferences > Keywords.

KIM Keywording differentiates between singulars, plurals, and synonyms. The keyword hierarchy is built with singulars, while for every selected entry also plurals and synonyms can be added. You can define if plurals and synonyms should be added during the keywording process. See: Dropdown menu KIM Keywording > KIM Keywording preferences > Process settings.

 

 

The Extras field

The Extras field allows you to crosslink to other keywords. This is helpful if you want to speed up keywording. For example: If you search for "Senior", you automatically also want to see "Retirement" popping up in your search. To achieve this, you navigate to "retirement" and add "senior" to the extras field. Whenever you search for "senior", now also the word "retirement" will appear as a string to select.

The keywords added to the Extras field are for searching only. They will never be added to an image during keywording.

 

 

 

 

 

Adding keywords

How to add keywords

 

Keywords are added directly in the keyword structure. By adding a singular word, you create a new record in the keyword database. You can add plurals and synonyms to any selected singular keyword.

To add a keyword in the first level, click in the yellow field above the first column, reading "New record".

 

 

Write the word you want to add, then click on the plus sign, or simply press RETURN on your keyboard. The new record will be created and the keyword added to the structure.

 

 

 

Once a record has been created and selected, you can add plurals, synonyms and additional search phrases in the Extras field. You can only add information for selected keywords. If you are trying to add something for a non-selected keyword, it will not work.

 

 

Adding keywords to higher levels

 

Add keywords to higher levels by first selecting a previous level. If, for example, you want to add "winter sports" as a diversification of "sport", click first on sport, then add "winter sports" for the next level.

KIM Keywording has been designed in such a way, that you can add keywords by clicking RETURN. Jump to the next field by pressing TAB, or SHIFT-TAB to step one field back.

 

 

 

 

 

Do not mix languages

Do not mix languages

 

Though it is common practice for some people, do not try to add multiple languages to the first language, for example by adding translations to the synonyms field. This is bad practice and it is very difficult to clean this up. Keep languages separated, unless the local language should be integrated alongside the current keywording language (for example, Côte d'Ivoire as the french original name of the country, but Ivory Coast as the usual English version).

Bear in mind that certain words have completely different meanings in other languages. Only keeping languages separate ensures a high quality of keywording.

KIM Keywording supports up to 10 languages, which can be added to the keyword structure. Every record in the keyword database has its own context, which is defined by the surrounding and mainly previous keywords from the same string. Because of this, it is easy to find and add accurate translations for every language. If you have purchased a single language version of KIM Keywording, you can make a crossgrade to the multilingual version anytime.

 

 

Keywording strategies and the words you need

 

Developing sound keywording strategies

 

Keywording is never just a system, but also a person doing it. Our own focus will change during the day and during the week. We will have good days and bad days and this will influence the quality of our work. How can one develop a sound keywording strategy?

First of all, it is helpful to work with a hierarchical keyword database like KIM Keywording. Then again this same keyword database has already checked and corrected keywords, for which you only have to search. These two things increase the reliability of keywording immediately.

 

The 5 questions

A sound keywording strategy searches for an approach, which helps to ensure the quality of the work. Helpful is the following set of questions, which in any case should be answered for all images (as far as relevant):

  1. WHAT is in the image (what do I see?)
  2. WHO is in the image (names of people)
  3. WHERE has the image been taken (location, event)
  4. WHEN has the image been taken (date, year, day or night)
  5. WHY has the image been taken (situation, description)

Some of these questions are not relevant for commercial imagery but are paramount for editorial images.

 

More details to add

More details can be very helpful. The keyworder always should have the researcher in view. Additional details could be

  • colors
  • concepts (success, achievement, family, team, teamwork, ecology, etc.)
  • settings (studio, indoor, outdoor, etc.)
  • viewpoints (low angle, silhouette, looking at the camera, etc.)
  • verbs (what is being done? biking, sitting, walking, running, talking, listening, etc.)
  • numbers
  • graphic usability (copy space, background image, etc.)
  • age groups

Be aware that conceptual images are valuable, but adding too many concepts can become distracting. In general, it is a challenge not to add irrelevant keywords.

 

Searching for exclusiveness

One can search for something, but also might need to search for nothing. Words like "no one" or "nobody" can be added to simplify the search for images without people. Phrases like "only women" or "one mid adult man only" can help focussing the search results.

 

 

Files

The section Files has all options for projects, import and export and file handling.

Projects

Projects

 

Projects are the starting point for all your imports. Every single image should be assigned to a project. This is done during importing images. The start screen of KIM Keywording shows a lists of all projects, which in turn gives you quick access to certain sets of images.

 

 

 

Clicking on a project reveals the project details and project history at the right side of the screen. Here you can add details about your project. Do not change the name of the project after import, unless you know how to handle the references to the single files.

 

Project status

The yellow button "In Progress" at the right side indicates the project status. Every status has an own color code, which makes it simple to distinguish the projects in the project list.

Change the project status by clicking on the popup menu:

 

 

 

The status "Invoiced" reveals some extra fields, intended to make references to invoices sent.

 

 

 

 

 

 

 

 

 

Import metadata

Import metadata

 

If you have photos and metadata separately, you can merge them in KIM Keywording. There are two steps involved:

  1. Import your photos first
  2. Then import the metadata file here

The link between the photos and the metadata will be the file name. The metadata file must have a field or column with the correct and complete filenames (like: photo123.jpg, including the extension).

 

 

First select the keyword delimiter for the keywords, as is used in the metadata file. Then click on "Import metadata" to start the process. Follow the help provided in the software.

 

 

 

 

 

 

Export metadata

Export metadata

 

KIM Keywording is a database. The information in the database can be exported in a variety of formats anytime. You do not have to have direct access to the files, as the database has all the information. You can create metadata exports with the help of these screens.

There are 3 steps involved:

 

1. Select a project

 

Select one of the projects, or click on "Search instead". The search option will allow you to create a search for files, which then can be exported.

 

 

2. Define the delimiter for the keywords

 

 

3. Set export path, file name and file format

 

The last screen asks you to set the export path, the filename, and the file format. There are several predefined export options.

 

 

 Export options

  1. Standard export: All IPTC fields + the extra fields for languages and some more settings (standard)
  2. IPTC export: Only the IPTC fields
  3. Export all data: A complete export, containing the complete available data from KIM Keywording, including fields specific for KIM Keywording
  4. Stock Media Server: A standardized export with all fields relevant for the Stock Media Server, if you host your collection at this host (www.impactinit.com)

 

 

 

 

 

Manipulate files

Manipulate files

 

KIM Keywording differs from file browsers, that it has a database in place. The database must have valid links to the original files if I want to update the file information. Certain file manipulations, therefore are possible from within KIM Keywording, in order to maintain the data integrity.

  • Renaming files
  • Moving files

 

 

 

Renaming files

 

The new name can be defined by using a syntax. Several placeholders are available. Click on a placeholder in the list to add it to the syntax. The new name will be shown for the first file. In a batch processing, the names will be changed one after the other. Example:

 

 

Change the name for a single image, or for the entire selection.

 

 

Moving files

 

To maintain data integrity, KIM Keywording can move files, or merge files from several source folders into one destination folder. References to the original files will all be updated automatically.

Select a new destination folder for the files:

 

 

 

Renaming and moving of files also can be combined.

 

 

 

Set basic folder

Set basic folder

 

If you move a folder of images to a new location, you must update the file paths for those images in KIM Keywording.

This is quite an easy and straightforward process, in which you just select the new location of the basic folder, after which the references are all updated. There is just a single important detail: the name of the old folder and the folder on the new location must be the same.

Example: If I move the folder "Photos" to a new location (including all of its subfolders), I must select this folder "Photos" in the new location. KIM Keywording will see the name of the folder as the new source, and will only update the file paths up and until this folder name.

 

Import (Update)

Import (Update)

 

The Import (Update) function is not concerned with images, but with KIM Keywording files. Use this function for one of two scenarios:

  1. This is a new version, import your data from an older version
  2. Import the data from another user

 

The Import (Update) function is concerned with the database files of KIM Keywording. There are 3:

  1. The programme and settings: KimKeywording.fmpur, or xKeywording.fmpur, or xKeywording.fmp12
  2. The keyword database: xKeywords.fmpur, or xKeywords.fmp12
  3. The image database: xMedia.fmpur, or xMedia.fmp12

You can import data from another user, or maintain several files yourself, for example with separate keyword databases, or different media files for different clients. These are options, useful for example for exchanging information with external keyworders, sending updates, etc.

 

 

 

Follow the guidelines given during the import process.

 

 

 

 

 

 

Update previews

Update previews

 

KIM Keywording does not store your original files, but it keeps several thumbnails and preview images for faster references. They are used both for list views and display of images while the originals are not available, and also for quick keywording. Previews are much smaller frequently as the original files, and for keywording it usually is sufficient to have a lower resolution available.

On the page "Update preview" you can define the settings for large previews, and also regenerate previews in other sizes. You can do so for single images, for the current selection, or for all images.

 

 

 

Working with external keyworders

 

The feature of preview images makes outsourcing of keywording much easier. It works like this:

 

  1. Set previews to at least 1024px
  2. Export the file(s) with "Export (Backup)"
  3. The external keyworder can then import with "Import (Update)"
  4. The previews now are part of the xMedia file. There is no need to send the original images. Keywording can be done with the previews.
  5. The external keyworder can send the files back when the work is done (see 2…3).

 

 

 

 

 

Export (Backup)

Export (Backup)

 

The functions on the page "Export (Backup)" are meant to create copies of your current KIM Keywording files. Export files will be generated with a timestamp in the name. This helps you to create easy backups of all your work.

The export function here also enables you to create files which can be imported by someone else, for example, an external keyworder who is using KIM Keywording as well. See the previous paragraph about generating previews how a workflow could look like.

 

 

 

Be sure to always keep backup files of your work.

 

 

 

 

 

 

 

Photos

Photos

 

The section in the top navigation called Photos has all of your image records. If you import photos, KIM Keywording generates a record in an image database. This is the image database.

Please bear in mind that this database does not store your actual files. It has all the information about your files, as well as some preview images to work with. The files themselves remain in the original location where you stored them. Every record here has a link to the original image location. If this link breaks, you still have all the information, but you will not be able to update the IPTC-information in the original files. If links break, you need to restore the references to the files (see: Files > File management).

 

 

Details

Details

 

This is the main screen of the image database. It shows the details of the current image.

 

 

 

How to find images and selections

 

Use the search- and information bar to find images across projects:

 

 

Navigate and search

These options are available:

  • List view: Switch to a list view of the current selection
  • Auto-Search: Applies to the Quick Search field. If activated, it will search while you type (see the selection indicators at the right). If it is switched off, you need to confirm the search by clicking on an icon. This feature is useful when your database is huge, and searching while typing becomes slower.
  • Quick Search field: Typing here will always search across all records, and consider most fields of this page.
  • Search option: This will activate an advanced search mode, by which you can search in specific fields, and by which you can also enter logical operators in those fields (like "=" to search for empty fields).
  • Navigate selection: Here you can browse back-and-forth in your current selection. Click on the record number to jump to a specific number.
  • Record / Found (Total in database): "Record" is the current record position in the active "Found" selection. In brackets, you see the total number of all images in your database.

 

Finding all images of a project

As long as you are working on a project, there is an easy way to view all images of that project: Click on "Files", then select a project from the list. Click on a thumbnail appearing right of the project list to jump to that selection.

 

More search options

More options for searching can be found on the screen Photos > Search.

 

 

 

Details of your image

 

Keywording status and processing status

 

 

This is some basic information about the current image and its processing status:

  • Filename: the current file name. You cannot change it here. If you need to change file names, you can do so under "File > File manipulation".
  • Keywording status: This reflects if your image already has been keyworded. Set to "Keyword!" to let it appear in the Keywording screen for keywording (red status). If keywording is finished, it will switch to green.
  • Processing status: This is a general status switch. When you import images, it will be set to "import". You can change the list to fit your needs, directly in the popup menu.

 

IPTC fields

These are the IPTC fields. When importing, the information from your files is stored in these fields. You can change its content and save the information back into your JPEG files.

 

 

 

 

Additional fields

The next group contains additional fields. This is information about the current project, as well some general information as is useful for websites and selections: Available model releases and property releases, technical notes and a few indicators for problematic content (drugs, nudity, etc.).

 

 

 

EXIF information and technical details

 

At the right side of the screen, you find EXIF information as well as some technical information for your reference. This information cannot be searched with the search functions.

 

 

 

 

List

List

 

The list screen shows you the current selection of images in list form.

 

 

The list view gives a quick glance at your selection. Click on any thumbnail to switch to the detail page of that image. Use the Quick Search option in the list view to check keywording quickly. You can also change the status settings here.

 

Print List

The list view has an option to print the current selection:

 

 

 

Create a printed version of your selection with thumbnails and some basic information. Print to paper or to PDF, if your system allows for.

 

 

 

 

 

Keywords

Keywords

 

The Keywords screen has the complete overview of the applied keywords of all languages.

 

 

 

There are 10 possible languages. The first language is the one used for keywording and to build the keyword structure (see: Keywords).

  • The main section shows a list of currently applied keywords.
  • The import section shows keywords which have been imported from an external file (see: Files > Metadata import)
  • The export section shows the current keywords as formatted with current settings, as used for exporting

 

 

 

 

 

 

Preview image

Preview image

 

On this screen, you can create preview images in any size. This is especially helpful if your original files are large. Calculating large images for display is time-consuming and this slows the application down. As in most other applications, preview images are generated and used for quick display. Create a new preview image for a single record, for the current selection, or for the entire database.

 

 

 

 

Note

The size of the image set here is also used for future imports.

 

 

 

 

Search

Search

 

The Search screen is an extra option for searching your database. Here you can also search for EXIF information.

 

 

 

 

Using Operators

In search mode, you can insert operators into any field. There is a wide range of operators available, which can help you searching for empty fields ("=") or exact matches ("==") among other things.

 

 

 

 Another way to insert operators is by right-clicking on a field:

 

 

 

 

Keywording

Keywording

 

The part called Keywording in the top navigation is where the actual keywording is being done.

 

 

 

 

 

Keywording overview

Keywording overview

 

The main keywording screen:

 

 

 

 

Selecting images for keywording

 

In this screen, only images appear which are selected for keywording. These images have the Keywording Status set to "Keyword!" (red). In the chapter "First Steps" you will find a part describing how to select images for keywording.

See also the next paragraph "Selection".

 

 

Areas of the Keywording screen

 

Working with image selections

Images which have been selected for keywording are shown here:

 

 

Click on any thumbnail to display that image and its information. Use your mouse wheel to scroll up and down through a larger selection.

 

 

Preview of the current image

 

This is the preview of the currently selected image:

 

 

It has 4 areas:

  1. Filename: The name of the file
  2. Preview: The preview image
  3. Magnifier icon: Click to reveal the file on your computer
  4. Pencil icon: Edit the IPTC information of this file.

 

Editing IPTC information

Click on the Edit icon (Pencil) to display the full information about this file:

 

 

To close this popover window, click outside the popover or on the close-button in the upper left corner.

 

 

Caption and Headline

 

Next to the preview image are the caption and headline displayed. The caption has a complete description of the image, while the headline is the (usually abbreviated) text for use in a magazine or newspaper.

 

 

 

Caption and headline are of great use for keywording. Not only will a caption improve Google rankings, but the wizard function of KIM Keywording can evaluate all the words of a caption/headline if these are available in the keyword database. A good workflow is this: Write the caption/headline first, then use this information to quickly look-up available keywords in the keyword database. (More on this in the chapter about "Keywording workflow").

 

Keywords, the Keyword Set and categories

Three columns are used to display the keywords and categories. More on this in the chapter about "Keywording workflow".

 

 

 

The three columns:

  1. A - IPTC Keywords: These are the keywords as applied to the IPTC field "Keywords". Here you save the result of your keywording.
  2. B - Keyword Set: This is a temporary set of keywords which you build during keywording, and which you apply to one or more images.
  3. C - Categories: These are categories as defined in the Keyword structure (Keyword database: see "Keywords"). If you apply keywords to the keyword set, found categories are displayed here. Deactivating non-relevant categories (non-relevant for your image) will result in fewer keywords in the keyword set.

 

Keywording area

 

This is the keywording area, where you lookup keywords from the keyword database to apply them to the keyword set.

 

 

 

The keywording part has 5 tabs:

  1. Standard: Type in the search field to find words from the Keyword database
  2. Quicklists: Any word from the keyword database can be put into a quicklist. This is perfect to quickly add basic keywords.
  3. Wizard: Here the results of a Wizard search are displayed. The Wizard evaluates available keywords from the caption or existing keywords.
  4. Keyword set: The current set of contexts used for keywording. Click on "Contexts" to look-up the used contexts from any image already keyworded.
  5. Splitting: A new and tentative approach for online keywording only. The current keyword set can be split into multiple fields using rules.

 

More on the keywording tabs in the chapter about "Keywording workflow".

 

 

Keywording workflow

Keywording workflow

 

What is the best keywording workflow? In this chapter, some suggestions are made. KIM Keywording has been made with a certain workflow in mind and reflects a typical workflow for building a valuable image collection.

The entire workflow looks like this:

  • Making your photos
  • Evaluating and optimizing your photos
  • Selecting the best photos for distribution and sales
  • Keywording the best photos
  • Uploading photos (and metadata)

Note that:

  • The keywording is not for all photos, but just of the best ones.
  • The keywording is not for RAW files, but just for JPEG files (final versions in high resolution)
  • The keywording prepares for distribution and upload.

 

File browsers and KIM Keywording

 

Most photographers use software solutions like Lightroom, Aperture, Capture One or similar products. These are excellent tools for photographers to sort out many photos, do the optimization and add some metadata information. It is suggested that you use these tools to add basic information to your images. File browsers also handle RAW-format files, which KIM Keywording does not do. KIM Keywording therefore, is not a replacement for the aforementioned solutions. It is an addition, focussing on fast and reliable keywording with a high quality. KIM Keywording can do that quicker and better as the solutions mentioned.

  1. Prepare and select your RAW files in your preferred file browser
  2. Add some basic information to all of your RAW files
  3. Export your selection to high-resolution JPEG files, to be used for distribution
  4. Import these JPEG files into KIM Keywording
  5. Use the information already embedded to do even quicker keywording
  6. Keyword, export, distribute from KIM Keywording
  7. Be happy!

KIM Keywording is not a file browser. It is a database. The database is like an extra layer between the files and the interface of the software. Information is stored in the database and only part of the information (IPTC fields) are written back into the files. The database is a more comprehensive solution for managing data. It also extracts the data from your photos, thus allowing you to search in a single database, even when your files are stored on several disks.

 

Keywording = Searching & Applying

To keyword means to search in the keyword database for available phrases, and adding found keywords to the temporary keyword set. The keyword set, when complete, is added to one or more images. Keywording in KIM Keywording is never "writing keywords" to an image.

Because keywording primarily means to lookup keywords from the database, you never can add keywords directly to an image. If you want to use a new keyword, it must be added to the keyword database first. While this might look like a lot of hassle to start with, your keywording will become lightning fast, the better your keyword structure becomes. This workflow also secures the consistency of information, the spellchecking, etc.

  • In the Keywording screen, it should be clear now, you only can find functions to lookup keywords from the keyword database.
  • In the Keywords screen, you build and maintain the keyword database.

 

 

 

All Keywording tabs

All Keywording tabs

 

In the Keywording screen, the lower part of the screen is reserved for looking up content from the keyword database:

 

 

We'll have a look at the different tabs now.

 

Standard

The standard keywording tab is where you search for keywords. Press TAB to jump to the search field and write a keyword. Again press Tab to refresh the field and to display the found results:

 

 

The search for "flower" found 3 occurrences. Click on the appropriate line to add this context with all its keywords to your temporary Keyword Set. With a single click, 9 keywords from that context have been added to the Keyword Set:

 

 

This is the basic principle. Search for more keywords and add them just like this.

 

Then click on "Replace" to copy the keywords from the Keyword Set to the image:

 

 

 

When all is OK, click on "OK and next image". The current image keyword state will be set to "Finished" (green) and the image will be removed from the Keywording screen. At the same time the IPTC information will be written back into the image file. If the next image should have the same set of keywords, simply click "Replace" and "OK and next image" to move on.

 

Quicklists

 

Quicklists are a great way to avoid searching for commonly used keywords. Create Quicklists directly in the Keyword database to use here:

 

 

To click on an entry in any of the Quicklists is the same as searching for that phrase. It is just faster.

 

Change the name of a quicklist

Simply click in the title to change the name of any quicklist.

 

Add keywords to a quicklist

To add a keyword to the quicklist, switch to Keywords, locate the keyword you want to add and click on the Edit icon:

 

 

After clicking on the Edit icon, a popover will display where you can checkmark this keyword for one of the 10 quicklists:

 

 

Resetting a quicklist

Create your own quicklists according to your needs. To empty all existing quicklists in a single step, go to the Dropdownmenu Filemaker Pro or KIM Keywording, and select from the preferences the Quicklist window, where you can empty all quicklists.

 

 

 

Wizard

The Wizard function is one of the outstanding functions of KIM Keywording. This function can greatly increase the speed of your keywording. The Wizard function uses the content of the Caption and Headline (or, alternatively: existing keywords) too lookup available phrases in the keyword database, as shown here:

 

 

3 contexts have been found, which all apply to this image. Click on all 3 lines to add the keywords of every context to the Keyword Set.

 

Keyword Set

 

The tab Keyword Set has all the current contexts as used to build the Keyword Set. In the following screenshot a total of 23 keywords comes from just 4 contexts:

 

 

KIM Keywording uses Contexts, rather than keywords. Complete contexts are added, and also can be removed, including all linked keywords. If, for example, you mistakenly added a wrong context, you can simply remove that context in this tab. It will remove all keywords related to the context.

 

Splitting

The last tab in this series is called Splitting, because it splits the current Keyword Set into several fields. The idea is to use these settings for online keywording, where the specific website has special requirements. There is a small list of definitions availabe at the left side. Every definition can use up to 4 fields and fill each field based on rules you can set (see: Keywording > Splitting (Settings)).

 

 

Attention: This is a tentative approach and no warranty is given for any specific purpose. Please play with it and send us feedback on what you need. Thank you!

 

 

 

Selection

Selection of images for keywording

 

All images have a Keywording status. Only images set to "Keyword!" appear in the keywording screen.

 

 

You can change the Keyword status of images in many places:

  • During import, you can set all imported images automatically to "Keyword!"
  • Details und List pages allow changing the setting
  • The page "Keywording > Selection" allows selecting images or change the status of entire projects

 

 

 

 

 

How to make a selection:

  1. Select a project on the left
  2. Click on any of the images to change the Keyword status
    (white = unprocessed, red = keyword!, green = finished)
  3. Click multiple times to cycle through the options
  4. Change the setting for all images of the current project by clicking on one of the options in the function bar (as indicated in the screenshot above)

 

Images marked red will appear in the Keywording screen. The Keyword status in the Keywording screen will change if you click on "OK and next image". At that point, the Keyword status will be set to "Finished" (green). The color coding is an easy way to see which images already have been keyworded and which haven't been keyworded.

In Search mode, you also can search for a specific Keyword status.

 

 

Keyword Set

Keyword Set

 

The Keyword Set is the temporary field where you build the list of keywords which you want to apply to your image(s). The page with the same name shows from left to right:

  1. All contexts used to create the Keyword Set
  2. All keywords in the Keyword Set
  3. The categories found while applying the Keywords to the Keyword Set

 

 

 

 

Fine-tuning your Keyword Set

There are several ways to fine-tune the results of your keywording. The same options are also available in the Keywording screen:

  • When removing a line in the list of contexts, all keywords of that context will be removed.
  • When removing a category in the list of found categories, it will change which keywords of a context with that category will be used (more about keyword categories in the chapter: "Using keyword categories").

 

 

 

 

 

 

 

 

 

Using keyword categories

Using keyword categories

 

Keywords can be defined to be a "category". Categories can be made from any keyword in the keyword database.

Categories fulfill 2 functions in KIM Keywording:

  1. Categories are saved to the (deprecated) IPTC field "Additional categories".
    You can use this information for your website if you automatically want to detect relevant categories for every image.
  2. Categories are used during keywording to quickly optimize your Keyword Set.
    Categories help to reduce unnecessary keywords.

 

How to create categories

To set any keyword as a category, go to "Keywords" and select the keyword which you want to edit, then click on the Pencil icon to edit:

 

 

The popover for editing the keyword setting opens, where you can activate this keyword as a category:

 

 

Categories are displayed in the keyword structure in bold typeface.

 

What are good categories?

Categories are general words or phrases, which contain many keywords. Typical categories for a general image collection are:

  • Agriculture
  • Architecture
  • Business
  • Concepts
  • Health
  • People
  • Science
  • Sport
  • Technology
  • Etc.

The standard database as delivered with KIM Keywording comes with several activated categories. If you have a special interest collection, you might want to adapt categories for your purpose. 

Important: In a single string you should never have more than 1 category. Or in other words: If you define a keyword somewhere, there should not be another category within the lower levels of that context.

 

Categories stored in IPTC

 

 

The field for supplemental categories officially is deprecated, but it still is supported in JPG files. It can be used to store multiple categories in multiple lines within the same field. It is an easy way to evaluate for your website if you choose to use it.

 

Optimizing keywords with the help of Categories

Categories can be used during keywording, to optimize the Keyword Set. It is a way to improve your keywording quality quickly and easily. How does this work?

KIM Keywording uses keyword hierarchies to let you add multiple relevant keywords at once. This is very helpful to speed up the keywording process, and it will also help to get a consistent quality of your keywords. However, some strings you apply might not be valid for certain images in its entirety. For example, if you have an image of a business meeting, where some coffee is standing on the table, the focus of the image is on "Business", rather than on "Food and Drink".

 

Example image:

 

When applying "coffee" to that image, it will logically get the complete string from the category "Food and Drink". The topic though is only "Business" and probably "People", but definitely not "Food and Drink". Let us consider these three phrases as categories:

  • Business
  • Food and Drink
  • People

These are all categories for a certain type of image, for a certain description. Within a keyword structure, these keywords would be in the first or second level of the keyword database. They are very "basic" and "general". In the image above, both "Business" and "People" would be valid categories to describe that image, but "Food and Drink" is not the topic.

KIM Keywording uses categories to influence how keywords are added. It works like this:

  1. During keywording categories from the used strings are automatically detected
  2. Found categories are displayed in the keywording screen
  3. Non-appropriate categories (like here "Food and Drink") can be simply deactivated
  4. As a result, the Keyword Set is recalculated. For strings with non-active categories, only the last level(s) are added (adjustable).

 

 

For this image we see the 3 categories as detected: "Business", "Food and Drink" and "People". Clicking on a category will remove that categorie from the list, and immediately the number of keywords in the Keyword Set will be reduced.

What it does: As indicated in the screenshot, the last 2 levels of non-active categories will be maintained. You can change the number of levels any time. The rest of the string will be disregarded. As a result, the keywording will still have "coffee" (and even "non-alcoholic drink" as this is the 2nd level kept active), but the rest of the string has been removed. The image is no longer about Food and Drink, but it maintains the most specific keywords. You get a better set of keywords.

The best way to work with this feature is this: Build the complete Keyword Set. Just before you apply the Keyword Set to the image, you deselect the non-appropriate categories from the list. That's it!

In order to make this feature work, you should aim at creating a good set of categories. This feature only works for strings which have a category included. Strings without categories embedded will apply all of the keywords. Does it sound complicated? Test the feature to see what it does! Avoid too many non-relevant keywords.

Good to know: The process always is reversible. If you have deactivated a category, you can click on "All" categories, and reactivate that category.l

 

 

 

 

 

 

Splitting (Settings)

Keyword Splitting (Settings)

 

Keyword Splitting is a tentative function, by which you can split your Keyword Set into multiple fields, according to rules you can set yourself. In case you want to use KIM Keywording for sites which require you to keyword online, you can now use the Keyword Set in multiple ways. Just split the content into different fields, and copy-and-paste what you need.

This function is included in the Keyword Screen (tab: Splitting), and can be organized here:

 

 

 

 

Create Definitions

Keyword splitting works with definitions. A list of several definitions has been made already. You can change these and add your own definitions. Click on the "+" sign to add a new definition. Click on a definition in the list to display its settings.

In the Keywording screen, click on the tab "Splitting" to use this functionality.

 

 

 

 

 

 

Keywords

Keywords

 

The Keywords part in the top navigation contains the Keyword Database. KIM Keywording works with a hierarchical keyword database, from which you apply keywords during keywording. To build and maintain this keyword database is a core issue for your keywording jobs.

With a good keyword database

  • you can keyword faster
  • your keywording gets more reliable
  • your keywording gets more comprehensive
  • your keywording quality gets standardized
  • your keywording gets adjustable
  • you can add additional languages with verified translations
  • you create verified metadata exports
  • you can exchange data with your external keyworders
  • you can deliver quality keywording to your clients or for your website and partners.

 

 

General remarks about the database

General remarks about the database

 

The database as delivered with KIM Keywording is neither complete nor perfect. We firmly believe that you benefit most from building your own database. Most of our clients have a unique image collection, frequently with a special focus. General databases are too limited in many cases. Our standard database is just a help to get you started and to see how you can build things to make it work.

Please also read the chapter "Build your own keyword database".

 

Keywords, the Structure

Keywords, the Structure

 

Please also refer to the Chapter "First Steps - How to Keyword".

 

 

The overview

 

This is the start screen of the Keyword database:

 

 

 

 

The screen shows 10 columns, representing 10 levels for the hierarchy. The first level always shows. Depending levels only appear when clicking on one of the keywords from the first level.

 

 

The different parts for singulars, plurals, and synonyms

 

The structure is build by adding new keywords. These are always singulars. Once a singular form of a keyword has been added, plurals and synonyms can be added. The Extras field is for searching only – it's keywords are used to link to other search phrases, and will not be used for keywording.

 

 

More about the Extras field in its own chapter.

 

Up to 10 levels deep

 

The database allows you to go up to 10 levels deep. At the very left side, in the first level, you have the most general word or phrase, while every following level will add more depth and detail. How this works is best explained by an example:

 

 

 

From the general "Location" to the specific "Zurich city" a complete string is built. The idea behind this is the relevancy of the keywords. During keywording you will search for the most specific word or phrase. This word or phrase has a specific location within the hierarchy. We call this a "Context". Any word left of the keyword you searched for (lower levels of the same string) is relevant for keywording. Therefore, in its basic idea, all the words left of a chosen keyword, will be added during keywording.

In the case of "Zurich city", it is clear, that it is belonging (always!) to Zurich Canton, which (always!) belongs to Switzerland, which (always!) belongs to Western Europe (or Central Europe, depending on your definition), which (always!) belongs to Europe, which (always!) is part of Geography. These kind of dependencies are the ones you can use for better keywording. By adding Zurich City, you can find that image also by searching for "Switzerland", "Western Europe" or "Geography".

Now consider that you have photos of several cities anywhere in the world, and you add to every image, not just the name, and location, but also the word city (including the plural "cities"), people can search for "European cities" and find that specific image along with other city images in Europe. In order to find images with "European", that word must have been added as a synonym for Europe.

 

 

 

 

The concept of Contexts

The concept of Contexts

 

Every keyword has a designated position within the hierarchy. This is called the context of the keyword. Every context is unique in that it is linked to previous terms and thus receives a meaning from its string.

 

The same word can appear in multiple contexts

For example, the keyword "orange" appears twice in the hierarchy:

 

 

Sometimes it is needed or useful to create multiple contexts with the same word. This for sure is the case when the same word can have multiple meanings (like with the word "orange"). It also can be of benefit if you want to differentiate between two interpretations of the same thing.

For example, something originating in Asia can be defined as "Asian". Asian even can be added to the field synonyms for "Geography > Asia". The context would, therefore, be linked to "Geography". However, it also can denote an ethnicity. There can be a picture of an Asian tourist standing next to the Eiffel Tower in Paris, France. For this image "Asia (Asian)" is not a good keyword, but the ethnicity "Asian" would be appropriate. It makes sense to create a category "People > Ethnicity", where "Asian" is listed along with "Caucasian", "Latino", "African", etc.

 

Contexts are great for translations

 

Automated translations are difficult. Think of our previous example of "orange". How could an automated translation possibly distinguish between "orange" (a color) and "orange" (a fruit)? This is especially difficult if there is no real text, but rather a list of keywords. Contexts as used in KIM Keywording, however, can easily distinguish between different usages. Every single keyword has relations to surrounding keywords.

While it might seem tedious toil to build up a database and also to make translations, KIM Keywording actually provides a rock solid base for accurate translations. Translations can be added based on the special context of each keyword.

 

 

 

 

 

 

 

 

Adding keywords

Adding keywords

 

Any keyword you want to add to an image must first be added to the keyword database. You only can add a keyword in "Keywords > Structure".

 

 

 

Click "Return" or "Enter" to add the keyword to the first level. Alternatively, you can click on the "+" symbol.

 

A single record in the database

When adding a new word in the hierarchy a new record in the keyword database is created. This is independent of the level. Every single keyword has its own record. This record also includes the field for plurals and synonyms, as well as the Extras field. Additionally, to every record also belong another 9 language fields, each with singular, plural and synonyms.

 

Using the TAB key

When you add a new keyword as singular, the cursor immediately jumps into the field for the plural. And adding a plural form immediately lets the cursor jump into the field for adding synonyms. To move forward, use the TAB key. To move backward in this order, use SHIFT + TAB.

 

Deleting keywords: See "Editing keywords".

 

Searching keywords

Searching keywords in the database

 

Use the search field to find and locate keywords in your database:

 

 

As soon as you click TAB or ENTER, the search will be activated. Automatically you are switched to the "Search" tab and the findings are presented in a list:

 

 

 

A search for "orange" will show two contexts:

  1. Orange in the context of Color
  2. Orange in the context of Citrus fruit

Click on any line to show the context in the hierarchy.

 

 

 

 

 

 

 

 

Editing keywords

Editing keywords

 

To edit keywords, select a keyword anywhere in the hierarchy, then click on the pencil icon to edit that keyword.

 

 

A popover will open, will all options for this keyword:

 

 

 

Fields to edit:

  • singular
  • plural
  • synonyms
  • extras

 

Translations for additional languages:

  • singular
  • plural
  • synonyms

 

Functions to activate:

  1. Move keyword (including following keywords)
  2. Export keyword (including following keywords)
  3. Delete keyword (including following keywords)

 

Settings to activate:

  1. Select the usage of this keyword
    1. Use this word for keywording
    2. Use for keywording but without synonyms
    3. Do not use for keywording, but just for the structure
  2. Use this keyword as a category
    1. Yes
    2. No

 

Flags to set:

  1. Activate this keyword for one or more Quicklists
  2. Check for translation (just a reminder, for easy looking up keywords which need attention)

 

Remarks:

Add remarks to a keyword

 

 

 

 

 

Moving keywords

Moving keywords

 

You can move keywords to another location of the database with a few clicks. Any keyword you move will include all the following keywords (higher levels) belonging to that keyword.

 

Select the keyword you want to move, then click on the pencil icon to edit that keyword:

 

 

The edit popover appears. Click on "Move".

 

 

 

As soon as you click on move, the popover will disappear and you are in "Move mode", allowing you to drop the keyword(string) in a new location. Simply navigate to the new location in which you want to drop the keyword(string), then click on "Drop here". You always will see a "Drop here" option above the first column.

 

 

 

If you move an entire string of many keywords "up the hierarchy" it might happen that you would need more than 10 levels. To avoid the loss of keywords, all levels above 10 are flattened to level 10. For example, if you select a keyword with 5 following levels (6 levels total), and you would move it up the hierarchy to level 7, you would have 7 + 6 = 13 levels. As there are only 10 levels available, you would basically loose level 11-13. To avoid this, the levels 11-13 are assigned to level 10. This flattens out all keywords, which is not great, but nothing gets lost.

 

If you changed your mind and do not want to proceed, click "Cancel".

 

 

Spellchecking

Spellchecking

 

KIM Keywording supports the spellchecking capabilities as offered by Filemaker. Spellchecking options are found in "Keywords > Spellchecking".

There are two options available:

  1. Activate spell checking while adding new keywords to the database
  2. Perform spell checking on an entire language

 

About available dictionaries

Available dictionaries are defined by the Filemaker version you have. KIM Keywording is delivered with a runtime of Filemaker Pro in its regular latin version for many western languages. Filemaker, though, is available in several versions, like an eastern European version, a middle eastern version or an Asian version. These versions come with special adaptions, dictionaries, and options for the specific language groups. 

If you have a need for support for different language groups, please consider purchasing a regular Filemaker Pro license for the desired language group. KIM Keywording will run fine.

 

Activate spellchecking

Check spelling when you enter new keywords to the database:

 

 

 

Do the spellchecking for an entire language

Click on a language button. A new window will open where you see the columns for singular, plural, and synonyms. Start the spellchecking.

 

 

The process will run through the entire selection and bring to your attention every irregularity it finds. You can add own dictionaries to manage exceptions or alternative writings.

 

Excluding columns

If you want to exclude columns from the process, click on the eye symbol to hide that column (or to make it visible again):

 

 

 

 

 

Quicklists

Quicklists

 

Quicklists are one of KIM Keywording unique features to help boost your performance during keywording. Any keyword from the database can be added to any of 10 quicklists. See "Editing keywords" on how to activate a keyword for a quicklist.

The screen as shown under "Keywords > Quicklists" is a help to find the exact locations of every quicklist entry. Click on a keyword to display that keyword within the structure.

 

 

 

How to empty all quicklists at once

 

The preferences for quicklists can be found through the drop-down menu "KIM Keywording > KIM Keywording Preferences > Quicklists".

 

 

Here you have a function to empty all quicklists at once.

 

 

 

 

 

 

Remarks

Remarks

 

Every keyword can have a remark added. Use remarks to discuss keywords with co-workers, or make comments about usages.

 

Add a remark in the edit popover

Select a keyword in the Structure, then click on the pencil icon to edit the image. The popover with all details also has a field to write a remark:

 

 

 

Keywords with remarks are highlighted

Any keyword with a remark will be highlighted when selected in the structure:

 

 

 

Quick overview of all remarks

Under "Keywords > Remarks" you find a list of all remarks for a quick review. You can write into those fields directly, or quickly delete the remark.

 

 

 

 

 

 

Categories

Categories

 

Categories are a unique feature of KIM Keywording, as it allows you to optimize your keywording. More on this topic and how to make a category of any keyword, see the chapter "Using keyword categories".

Under "Keywords > Categories" there is a complete list of all categories:

 

 

Click on any line to display the context of that keyword. Uncheck a line to deactivate the category mode for this keyword.

 

 

 

 

 

 

 

 

Check translation

Check translation

 

Under "Keywords > Check translation" you find a list of all keywords marked for further investigation. This is a quick way to see all the entries which need your attention.

To mark a keyword with a star to check the translation, switch to the "Translation" in the top navigation.

 

 

 

The star symbol marks the need to check this keywords translation. You can click on the star to deactivate this note. the keyword will disappear as soon as you click somewhere else in the layout.

Click on any line to switch to the translation list:

 

 

The translation list has all the singulars, plurals, and synonyms for all 10 languages. See the chapter "Translation" for more information.

 

 

 

 

 

Translation

Translation

 

Under "Translation" in the top navigation you find a list view of all keywords, optimized for translation purposes.

 

Note: KIM Keywording does not translate. You have to do the translation. KIM Keywording supports translation for up to 10 languages, but there is no such a thing as good translations done automatically. To make a good translation, manpower is inevitable. However, you can create excellent translations by using the unique contexts you give to your keywords. This is a big help for any translator.

 

 

Translation screen

Translation screen

 

Main screen

The main screen has:

  • 1 column for every language
  • singular, plural and synonyms for every language
  • above each keyword a line with the complete context for reference

 

The icon in the left corner lets you switch to a simplified list view.
The star symbol at the right side lets you mark this keyword as a reminder for later checking.

 

 

 

Translating

Translating is easiest in this screen. Every record has a line with the complete context. This gives you immediate feedback for translators, who can adapt the translation to that specific context.

 

 

 

Condensed list

 

There is a simplified condensed list with just the singular, for easy scanning of issues. Click on the icon left to switch back to the expanded view.

 

 

 

Checkmark keywords for later reviewing

 

Use the star symbol right next every record to checkmark that keyword for later reviewing. To show just the keywords being checkmarked, click on the star symbol above the keywords.

 

 

 

To expand your current selection to the full list, click on the multi-page icon:

 

 

 

 

 

 

Searching

Searching in the translation screen

 

Unicode

To search for any keyword, use the search function. This screen is special, as it supports Unicode in the search. As a result, the search is case sensitive, and capital characters are sorted differently from the regular characters (A ≠ a).

 

 

Single language version of KIM Keywording

Single language version of KIM Keywording

 

KIM Keywording is delivered as either a single language version or as a multilingual version. The software is the same, but the single language version has some limitations.

 

What are the limitations?

In a single language version, you only can process and export the first language.

 

Is there a limitation on the keyword database?

No, you can use a single language version to build a multilingual keyword database. You even can build a multilingual database with the test version. There is no limit on building anything with the keyword database.

Suggesting that you have someone who can translate your existing database to a 2nd or 3rd language, that person can use a test version of KIM Keywording to do the job for you. See the chapters about "Import (Update)" and "Export (Backup)" to see how you can exchange data.

 

 

Final word

Final word

 

In keywording, there is no such a thing as a "final" word. Neither is there in making a manual or creating a software. There is always more. Better ways will emerge, to handle data and keywording. Good keywording, though, is a value beyond any automated system. It is about your data, about your images, and about a better sales perspective.

In many companies, the keywording and metadata handling is frequently neglected. You took the decision to handle this properly. This will give you a benefit over competitors and create value for all your image users.

Feedback, comments, and critics are always welcome. What could you solve with KIM Keywording? What is still a challenge? Please send your thoughts to support@kursiv.com.