Tags
Tags are a classification system that allows administrators to define a taxonomy of labels for documents. Once created, tags are available to users for applying to documents in the Preview window. Administrators control which tags exist, how they are structured (individual tags, groups, or mutually exclusive sets), and which users or groups can see them.
For end-user instructions on applying tags to documents, see Tags under Document Review.
Manage Tags
Tags are created and managed in the Manage Tags section, accessed from the Tags area of the Explorer module. Permission to access Manage Tags is controlled in the Admin Console.
'Manage Tags' button in Explorer – Tags
Example: The 'Manage Tags' section layout
Manage Tags details
| Item | Description |
|---|---|
| Search | Enables users to search tag names |
| Plus sign | Enables users to create a new tag |
Whether a user clicks on the plus sign to create a new tag, or on the settings icon in a created tag, the user will be directed to the 'Create New Tag' dialog.
Create New Tag dialog
'Create New Tag' Dialog
| Field | Description |
|---|---|
| Tag Name | This is a required field. Users can input the relevant tag name. |
| Description | If desired, users can provide a more detailed description relating to the tag. |
| Tag Group | Indicates that this is a primary category by which other tags can be organized or clustered. In practice, a user can apply multiple tags in the tag group to a document. |
| Mutually Exclusive | Indicates that users will only be able to select one tag from within its collection of options to apply to a document. (For example, users will select between a tag 'Relevant' and 'Irrelevant'. A document cannot be both 'Relevant' and 'Irrelevant'.) |
| Display Order | If applicable, enables users to set the order in which tags in a group appear. |
| Allowed Users | Note: the default setting is that all users can see all tags. This option enables the selection from a list of Docwize users, limiting the visibility of the tag only to the selected users. |
| Allowed Groups | Note: the default setting is that all users can see all tags. This option enables the selection of groups created in the database, limiting the visibility of the tag only to users who belong to selected groups. |
| Tag Color | Users can choose to customize the color of the tag using the Tag Color section. |
| Cancel | Enables users to cancel any modifications and/or the creation of a tag. |
| Create Tag / Save Changes | Enables users to complete the creation of a tag, or to save modifications made to an existing tag. |
When a tag is created, it populates the 'Manage Tags' section. Metadata as well as additional management options are displayed per tag and sub tag.
Listed Tags
Example: Listed Tags
| Area | Description |
|---|---|
| Top left section of a listed tag | Indicates the tag name, type of tag, given description (if included), date of creation, creator and visibility settings. Hovering over the visibility settings will list selected users/groups when a tag is limited to specific users and/or groups. |
| Top right section – 'Enabled' toggle | Allows a user to select whether the tag is enabled or not. Disabled tags will be hidden from users. |
| Settings icon | Navigates to the tag's settings dialog for modifications |
| Tick box | When ticked, allows a user to apply bulk actions to selected tags. |
| Total Documents | Provides a count of how many documents are tagged with this tag. Clicking on the number will direct users to the cluster of tagged documents. |
| Child Tags | Indicates how many child tags have been created. The plus sign allows users to create child tags. |
How to create a tag
| Step | Description |
|---|---|
| 1 | Navigate to the 'Manage Tags' section in Explorer - Tags. |
| 2 | Click on the '+' sign located next to the right of the Search bar. |
| 3 | Complete the information pertaining to the relevant tag (tag name, permissions, color, etc.). |
| 4 | Click 'Save'. |
Here is an example of creating a tag:
Example: Creating a tag