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Tags

Introduction to tags

You can apply tags to your proofs and files. This is great for when you have lots of different projects, divisions, clients, etc. and you want to identify your items easily. There's no limit to the number of tags that you can apply to your items, so you can apply multiple tags to the same item (e.g., when more than one category applies).

You can create new tags and manage existing ones from both the Tags section of your Personal settings and the Edit tags function in the Header menu.

You can apply tags to new proofs, new files, new versions, and copies and also to existing items in any of the list view pages.

Your profile and permission setting will affect the functionality available to you for tags. If you are a Billing Administrator, an Administrator or a Supervisor you will be able to perform all the functions described on this page.

However, if you are a Manager you will only be able to use the tags function for your own items, and if you are an Observer you will not be able to use the tags function on any items (however, you will be able to view the tags applied to other items and view the Tags page itself).


The tags page

To access the tags page:

Alternatively:

  • Click Edit tags in the Header menu
  • Click Manage tags

Tags_page.png
In the Tags page you can:

  • Create new tags (2)
  • Edit existing tags (3)
  • Delete tags (4)

The tags page gives you the following information about your tags:

  • Name
  • Total items which the tag has been applied to
  • Items which the tag has been applied to that you have permission to see

You can also view all the items which have had a particular tag applied to them. To do this:

  • Go to the Tags page
  • For the relevant tag, click on the number under Items that you have permission to see
  • You will be taken to a page showing all the items which have had that tag applied to them (which you have permission to see)


Create new tags

To create a new tag:
  • Go to the Tags page
  • Click the New tag (1) button
  • The New tag window will appear
  • Type in the name of the tag (2)
  • Click Save (3)
Creating_a_new_tag.png

Tag name parameters

Tag names must follow the following parameters:

  • Must include at least one alphanumeric character
  • Not more than 30 characters altogether
  • No duplicate tag names

NOTE There is no limit on how many tags you can create.


Managing tags

Accessing the manage tags page

To manage tags:

  • Click the Tags icon from the Action menu above the selected items
  • Click Manage tags
  • The Tags page will appear

Editing existing tags

To edit the name of an existing tag:

  • Go to the Tags page
  • Click on the name of the tag
  • You will then be able to in-line edit the name of the tag

Deleting tags

To delete a tag:

  • Go to the Tags page
  • Click on the trash icon to the right of the relevant tag
  • A confirmation pop-up message will appear - click confirm


Managing tags from the proof/file details page

The tag(s) applied to an item will be shown in the Details section (1) of the proof/file details page.

Tags_in_Proof_Details_page.png
From the proof/file details page you can:
  • Change the tag(s) applied to the item
  • Remove the tag from the item
  • View all items which have had the tag applied to them

See File details page and proof details page

Change the tag(s) applied to an item

To change the tag(s) applied to an item:

  • In the Details page, click the Tags icon (2) from the Action menu
  • Select the tag(s) you want to apply to the item and unselect the tag(s) you no longer want to apply (3)
  • Click Save (4)
  • A pop-up message will appear - it will state that the old tag(s) has/have been removed and the new tag(s) has/have been applied to the item and also give you the option to undo your action
Modify_tags_-_Proof_details_page.png

Remove the tag from an item

To remove the tag(s) from an item:

  • In the Details section of the proof/file details page, click the cross (5) next to the tag name in the tag field
  • A pop-up message will appear - it will state that the tag has been removed and also give you the option to undo your action
  • Repeat for all tags you wish to remove
Delete_tags_-_Proof_details_page.png

Applying a tag in the new proof/file page

  • You can apply a tag to a new proof in the Tags and Settings section of the New proof page
  • You can apply a tag to a new file in the Tags and Settings section of the New file page


Tagging multiple items at the same time

You can add/edit tags on multiple items at the same time on any list view page, e.g. Folder details page, Views. To do this:
  • Go to the e.g. Folder details (1) page
  • Select the tick box for items you want to tag
  • Click the Tag icon (2) from the Actions menu above the items
  • Choose the tags (3) you want to apply or remove*
  • Create New Tags (4) if needed
Batch_tagging_-_folder_details_page.png

Tags will be automatically applied to all the selected items.

 

* Tags are applied to all the selected items when the tick in a tick-box next to a tag is dark grey. If it's light grey - only a few items in a selected batch are tagged with it. If you want to remove a tag from all of the selected items make sure the tick-box next to the tag is empty.

View all items which have had the tag applied to them

To view all items which have had a tag applied to them:
  • In the Details section of the proof/file details page, click the tag name
  • A page will appear showing all the items which have had that tag applied to them


Search for an item using the tag name

You can search for an item by entering the Tag name into the Search field.

Also, if you share an item with somebody, they will be able to search for that item by entering the Tag name into their Search field.

To see a list of all items which have had the tag applied to them, switch to the Tags tab (1) in the sidebar and click the tag from the list (2).


Search_Tags.png