Configure a preset list of keys

Defining a preset list of keys is useful when you want to enforce consistency for the keywords or external links used in a documentation set.

Note: This can be applied within a Hosted environment, but only within a test server.

Rather than each user creating their own keys, you can define a list of the commonly-used or company-approved keys that users can access in the DITA Map view and insert into their maps.

The list is defined in the keydefnames.xml configuration file in system/conf. The file contains two types of keys:

Keywords, which are listed in the following section:
```
<type label="Keyword" name="keyword">
```
External links, which are listed in the following section:
```
<type label="External links" name="xref">
```

Each key is defined as a <keydefname> element in the appropriate section. Each <keydefname> element contains attributes defining the name of the key and its default value. For example:

<?xml version="1.0" encoding="UTF-8"?>
<!DOCTYPE keydefnames PUBLIC "-//ixiasoft.com//cms//config//keydefnames" "keydefnames.dtd">
<keydefnames>
	<type label="Keyword" name="keyword">
		<keydefname name="company" default-value="IXIASOFT"/>						
	</type>
	<type label="External links" name="xref">
	<keydefname name="companyweb" default-value="www.ixiasoft.com"/>						
	</type>
</keydefnames>

To define the list of keys:

Open the TEXTML Administration perspective by clicking the TEXTML Administration shortcut on the tool bar. If the shortcut is not displayed, follow these steps:
1. Select Window > Perspective > Open Perspective > Other
2. Click TEXTML Administration.
3. Click Open.
In the TEXTML Administration view, double-click the server. If your server is not displayed in the view, you must add it to the view.
When the Connect as dialog opens, type your username and password and click OK.
Double-click the name of your Content Store to open a connection to it.
Expand the Content Store's Repository node and browse to /system/conf/ to locate the keydefnames.xml file.
Right-click keydefnames.xml and click Check Out.
Double-click the file to open it in the XML editor area.
For each new keyword or external link that you want to specify, insert a new line in the appropriate section using the format <keydefname name="[key name]" default-value="[key value]"/>.
For example, if you wanted to create a key for the company's name, you would add the following in the section labeled keyword:
```
<keydefname name="company" default-value="IXIASOFT"/>
```
Save, close, and check in the keydefnames.xml file.
Inform users of the changes and request that they close and reopen their CCMS Desktop to apply the changes.