Tags provide a convenient way to organize processes, workflows, and checklists. They help you find collections of similar processes and let you add unique labels to make something stand out. Tags also let you see "Tag Dashboard Cards" that summarize progress for groups of processes.
Tag Cards and Tag Dashboards
As soon as you start tagging your processes, a tag card for each tag will appear above lists of processes. Together these cards provide a simple dashboard to quickly see what's going on within certain sets of processes and navigate further into the details of those processes. Each tag card shows the collective status of all items for that tag. Clicking on the card filters the list below to show items with that tag.
A tag can be a word or a series of words. For example:
- "Human Resources"
Add a / slash between terms in your tags to create tag hierarchies can help you to categorize, group, and classify items. For example:
- "Locations / North America / Canada / Toronto"
- "Locations / North America / United States / San Francisco"
- "Locations / Europe / United Kingdom / London"
Doing so gives you a top-level tag card for "Locations". Clicking on Locations filters the list and gives you two sub-tag cards: "North America" and "Europe". Clicking either of those cards further filters and shows cards for the next level of tags.
In the screenshot below, processes tagged "Accounting / Closing / NY" and "Accounting / Closing / SF" are both shown. The breadcrumb "All / Accounting / Closing" lets you navigate back up the hierarchy.
All Tag Cards show the name of the tag and the number of items in the collection. Depending on the state of the items in a collection, counts of your actionable tasks and counts of issues if any.
How To Dynamically Generate Tags
Tags may be generated automatically from any data available at the time the process is started. When editing your process or template, go to Process Settings > Process Tags to add tags or "tag expressions". A tag expression is a tag that includes references to variables. Variables include the time the process was started and any information from the fields in the Launch Form.
Maximum Tag Length
The maximum length of any tag, including hierarchical tags is about 120 characters. When creating tag expressions as explained above, you can enter up to about 500 characters for each tag expression. But, the resulting tag generated from that expression will be truncated at about 120 characters if needed.
Tags with Emphasis!
If you add a ! to the end of a tag, that tag will be displayed with red-colored emphasis. Tag Cards for tags that have emphasis will be listed first on the Dashboards.
For example: "Urgent!" is shown before other cards in the dashboard below.
How To Add and Remove Tags from a Live or Completed Process
Process owners may tag processes. Other process participants can see the tags.
To tag a process:
- Go to the item
- Click on the title of the item and find the Tags field to the right of the process.
If you are using a device with a small screen, you will not find this feature at this time. Switch to a medium or large screen device.
- Click "Add tag" then type the tag or hierarchical tag you want to use. A menu showing other tags in use will appear. You may type you own custom tag, or select a pre-existing one.
- Repeat step 3 to create additional tags.
- Remove any tag by clicking the X to the right of the tag.
Other Ways to Use Tags
Tags can be used in many ways. Some of our customers use a numbered prioritization system like this:
- "1 / Customers" ... because customers always get top priority
- "1 / Prospective Customers" ... because new customers are critical too.
- "2 / Marketing" ... because you need a pipeline of prospective customers.
- "3 / IT Systems" ... Unless it's down and urgent, these are long term investments.
- "3 / Staff Development" ... Obviously very central to the business, but can get done when nothing above is more pressing.
- "4 / Administration / Accounting" ... Paying bills, sending invoices, preparing tax returns all needs to get done, but is not the top priority on most days of the week.
How do you use tags? Got feedback that can make TeamworkIQ's tag system better? Click the chat icon in the lower-right corner of this page and let us know. :)