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Chapter 5 - Tags

Project, Proof, Section & Note Tags

Project, Proof, Section & Note Tags - Introduction

Tags are a very simple but powerful feature of Aproove that enables additional capabilities at the Note, Project, Proof, and Section levels. There are multiple use cases where Tags can be used in very different ways, but in general, Tags help easily identify the context of the object that they are attached. This context may be complex or updated during the Project lifecycle. Multiple Tags can be added and all can be visible together.

When a Note Tag is added after a Note has been created, the Tag is part of the comment of the Note. This helps identify when this Tag has been added. Note Tags can also be sorted and filtered, which allows users to concentrate on specific Notes tagged with a certain category. Finally, Note tagging is available to users who want to generate reports for identifying trends, bottlenecks, or behavioral patterns in the review cycle based on Note Tags.

Project Tags could be added to convey the Project status while Proof and Section Tags could be used to show the approval status in the Flat Plan view.

Project, Proof, Section & Note Tags - Setup

To manage Tags, log into the admin tool and navigate to Users & groups → Teams → Team Name → Tag.

Tag Management

Tags are Team-specific and accessible only to the members of the Team in which they are created.

Creating and Modifying Tags

To create a new Tag, enter the Tag name and configure the remaining settings in the panel. Click "Add".  To modify an existing Tag, select the Tag from the list, modify the settings, and click "Save".

Tag Add New-1

At minimum, enter the name of the Tag and at least one Target.

  • Name - Tag name
  • Tag color (color select box next to the Name) - background color of the Tag
  • Tag icon (Icon icon) - optional setting to assign an icon. It will appear before the text within the Tag.
    • Note: ideal image size = 14x14 pixels
  • Font color - color of the text in the Tag
  • Comment mandatory - force a Comment to be added to a Note when a Tag is added
  • Hidden - the Tag will not be visible in the User Interface Dashboard
  • Target (Note: more than one can be selected)
    • Note - add to Notes in the Proof Review Interface
    • Proof - add to Proofs; visible in the Proof Review Interface
    • Section - add to Sections; visible in the Flat Plan
    • Project - add to Projects; visible in the Flat Plan and Project Dashboard
  • Form - Dropdown list for assigning a Tag Form to the Tag (see Metadata & Forms → Using Tag Forms for additional information)
    • Mandatory - force the attached Form to be completed

After a Tag has been created within a Team, it still needs to be assigned at the project level in the User Schema(s), and/or the task level within task settings.

Defining Tags in Schemas

In the Aproove admin tool, navigate to Users & groups → Schemas. Click on the user within the Schema you wish to configure.

In the User rights tab, make sure that the appropriate Tag User rights are set for each User that will be using them. 

Rights Tag

  • Allow Tag - allow a User to use the Tags available to the user
  • Tag mandatory - when creating a Note, a Tag must be added to it
  • Allow multiple tag per user - allow a User to add multiple Tags to a Target
  • Tag form view - allow a User to view Tag Forms 
  • Tag form edit - allow a User to edit Tag Forms

For further information on Rights please see Permissions Model - Rights Matrix.

Available Tags

Along with configuring the User rights in the Schema settings, the specific Tag(s) need to be assigned to each User.

In the Tags tab, select the Tag from the Available Tags list and click Right Arrow to add that Tag. Click "Save".

Rights Tag2-1

The Default tags option applies only to Note Tags, allowing specific Tag(s) to be added by default to any Notes created by that User. For example, if a User from the Compliance Dept. was assigned a Default Note Tag of "Compliance", each Note created by that User would automatically be tagged with "Compliance".

In the Default Tags tab, select the Tag from the Available Tags list and click Right Arrow to add that Tag. Click "Save".

Rights Tag3


Defining Note Tags specific to a Task

Note Tags can be made available within specific Tasks. This section assumes you know how to create Tasks and configure them in a Workflow. See Workflow - Tasks & Decision Buttons for more information.

Task Settings

To add Note Tags to a task, the task must be configured to Collaborate.

Task Tag Setting2

Navigate to Review Settings Tag Access Tags. Select the Tag from the Available Tags list and click Right Arrow to add that Tag. Click "Save".

Task Tag Setting

To add Default Note Tags to a task, Navigate to Review Settings Tag Access → Default tags. Select the Tag from the Available Tags list and click Right Arrow to add that Tag. Click "Save".

Task Default Tag Setting

 

Project, Proof, Section & Note Tags - Use Cases

 

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