Auto Tag Search & Reuse Content for Efficient Management

Introduction: Why Content Automation Matters

The frustration of digging through hundreds of content pieces trying to find that perfect video clip I made months ago, is something I am familiar with. Creating content isn't the challenge -finding and reusing what you've made is!

Manually tagging and organizing content is a pain we all try to avoid. That's when I got involved with building a no-code system using Make.com and Airtable that does all this tedious work for me.

Setting Up Your Content Database in Airtable

Creating Your Content Table Structure

Let me walk you through how I set up mine from scratch:

1. First, I created a new base in Airtable

2. I renamed it to "Tagging and Search" (boring but descriptive - that's my style!)

3. Changed the default table name to "Content"

4. For the primary field, I created an auto-number field called "ID" - this gives each piece of content a unique identifier (super important when you're automating)
   

When setting up the "Tags" field, you'll create a new table named "Tags" that will be linked to your content table. This structure allows you to associate multiple tags with each piece of content.

Creating Essential Views for Your Workflow

Here's a time-saving trick I learned the hard way: create dedicated views for each stage of your workflow. I set up two critical views:

1. Unprocessed View: This shows only content where my "Processed" checkbox is unchecked. When I dump new content in, it automatically appears here, waiting for my automation to work its magic.

2. Untagged View: This catches everything that's been processed (checkbox ticked) but doesn't have any tags yet. Think of it as a holding area for content that's been analyzed but still needs categorizing.
   

Building the Content Processing Automation in Make.com

Step 1: Watch for Unprocessed Content

First up, we need to tell Make.com to keep an eye on our "Unprocessed" content view:

1. Add an "Airtable - Watch Records" module

2. Connect Airtable account

3. Select "Tagging and Search" base and "Content" table

4. Use "Last Processed" as the trigger field

5. Set the view to "Unprocessed"

   
   

Step 2: Set Up Processing Branches

I solved this with a Router (fancy word for "traffic director"):

1. Added a Router module after the Airtable trigger

2. Created two separate routes:

• Image Processing Route

• Media Processing Route
  

This way, my automation knows exactly which path to take based on what kind of content shows up.

Step 3: Processing Images with AI

For images, use ChatGPT's Vision capabilities to analyze what's in the image and store that description:

1. In the image processing branch, add an "OpenAI - ChatGPT Vision" module

2. Set the prompt to: "Describe everything you can see in this image"

3. Pass the image URL from the Airtable record

4. Select GPT-4 Vision as the model

5. After ChatGPT processes the image, add an "Airtable - Update Record" module

6. Update the same record by adding the AI's description to the "Image Context" field
   

Step 4: Transcribing Media Files

For video or audio files, use Whisper to transcribe the content:

1. In the media processing branch, add an "HTTP - Get a File" module to download the media

2. Pass the media URL from the Airtable record

3. Add an "OpenAI - Whisper" module to transcribe the downloaded file

4. Set the response format to JSON

5. Add an "Airtable - Update Record" module

6. Update the same record by adding the transcription to the "Media Context" field
   

Step 5: Mark Content as Processed

The final step:

1. In both branches, ensure the "Processed" checkbox is checked in the "Update Record" module

2. This will automatically update the "Last Processed" timestamp, which will remove the record from the "Unprocessed" view
   

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Building the AI Tagging Automation

The second automation we need to build will analyze all the processed content and automatically generate relevant tags. This ensures the content being properly categorized without manual intervention.

Step 1: Watch for Untagged Content

This automation will trigger whenever content has been processed but not yet tagged:

1. Add an "Airtable - Watch Records" module

2. Select the "Tagging and Search" base and "Content" table

3. Use "Last Tagged" as the trigger field

4. Set the view to "Untagged"
   

Step 2: Gather Existing Tags (Optional)

If you want to limit your tags to a predefined list rather than letting AI create new ones:

1. Add an "Airtable - Search Records" module

2. Select the "Tags" table

3. Retrieve all existing tag names

4. Add a "Text Aggregator" module to combine all tag names into a comma-separated list
   

Step 3: Analyze Content with AI

Use ChatGPT to analyze all the content and generate appropriate tags:

1. Add an "OpenAI - ChatGPT" module

2. Create a prompt that instructs ChatGPT to analyze the content and generate tags

3. Include the title, description, text, image context, and media context in the prompt

4. If using a controlled tag list, include instructions to only use tags from your predefined list

5. Configure ChatGPT to output a comma-separated list of tags

Step 4: Update the Record with Tags

Finally, add the generated tags to the Airtable record:

1. Add an "Airtable - Update Record" module

2. Use the record ID from the trigger

3. For the "Tags" field, use the Split function to convert the comma-separated list into an array

4. Enable the "Smart Links" option to create new tags if they don't exist
   

Setting Up Content Search and Retrieval

The final step is to set up an effective search system. Airtable offers two main ways to search your content:

Method 1: Filtered Views

Create dedicated views for commonly searched tags or content types:

1. Create a new Grid view

2. Add a filter where "Tags" has any of [specific tag]

3. Save the view with an appropriate name
   

This approach works well for frequently used categories that you want to access quickly.

Method 2: Search Extension

For more flexible searching across your entire content database:

1. Click "Extensions" in Airtable

2. Add the "Search" extension

3. Configure it to search across multiple fields (Title, Description, Tags, Image Context, Media Context)

4. Save your configuration
   

The Search extension allows you to find content based on any keyword, regardless of which field it appears in. This is especially powerful now that your images and media have been converted to searchable text.

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Have specific automation requirements? Contact our experts at admin@growwstacks.com for customized solutions tailored to your unique workflow.

Conclusion: Transforming Your Content Workflow

When I managed to set up my system, it was transformative. I uploaded over 200 content pieces, everything was processed and tagged automatically. The joy of searching "email marketing" and finding relevant articles and forgotten presentations was incredible. Investing time in this system enhances efficiency and maximizes content utilization, ensuring you leverage your valuable content assets effectively.

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