Tags

Tags in Workzone are colorful, descriptive labels that can be applied to workspaces, projects, tasks, requests, and documents in order to classify and organize them. They make it easy to color-code and locate work, improve collaboration, ensure consistency, and provide valuable insights.

IN THIS ARTICLE

Setting up and editing tags
Tagging an item
Filtering for and analyzing tags

Setting up and editing tags

By creating a standard set of tags, you can ensure that items are classified consistently across your organization, which can help to reduce confusion, improve collaboration, and make it easy to share work across teams and departments. Administrator users can set up tags by clicking the settings (gear icon) in the top right corner for All Workspaces, then click Tags under the Global section.

On this page, you can determine how tags will display by making one of three selections:

NOTE: If the "Only in the Details tag of an item's tray..." option is selected, tags will not be visible for Workspaces. Even when hidden, workspace tags can be viewed/edited from the workspace's "Edit Tags" option in the more menu.

To create a new tag, use the Create New Tags button. Enter the new tag's name in the Tag Name field and click the "swatch" rectangle to the right of the name to specify the color (or use the arrow icon to choose a random color). Select which item types this tag can be used for in the Available for section. By selecting an item type here, the tag becomes available for use on those items. Any item type not selected will not display the tag as an available option. Click the Add Tag button beneath this tag's details to create multiple tags at once. Once all details have been entered for all new tags, click the Create Tags button at the bottom to save the changes.

Once a tag is created, it will appear in the list with all of the tag details, including the list of item types on which the tag can be uesd.

NOTE: Tags can also be created directly on an existing item and, if enabled, when creating new projects, as described in the next section below.

Edit the tag details by clicking the pencil icon. In the Edit Tag overlay, click and edit the text in the Tag Name field or change the color by clicking the "swatch" rectangle and making a new selection (or use the arrow icons to generate a new random color selection). It's also possible to select or deselect item types to have this tag available on more or fewer item types. Furthermore, clicking on an item type will display all of the available items of that type (projects, documents, etc.) in the list below. Here, it's possible to select or deselect items to apply or remove the tag from those items. The Show only assigned option will filter the list to show only the items that have the tag currently assigned. Once any desired changes are made, click the Save Changes button.

To delete a tag from Workzone altogether, click the trashcan icon that appears next to a tag's name, then click OK in the confirmation box. This will remove the tag from the system and from any item where the tag was applied; this cannot be undone.

Tagging an item

Tags can be added to workspaces, projects, tasks, documents, or requests using the Edit tags link, found in the details tray for the item or by clicking the three vertical dots (︙) to the left of a item's name. Here are examples for tagging a project:

NOTE: Workspaces can only be tagged via the "Edit tags" option in the workspace more menu, or from the edit tag page described above.

In the Edit Tags overlay that appears, you can enter or select one or more tags in the Tags field, then click the Save button.

When implementing tags, you can also add new tags into Workzone if they don't already exist by clicking the Create new tag link shown above, then entering the details of the brand new tag in the Create New Tag overlay and clicking the Create Tags button.

If an item already has at least one tag displaying in the main Projects view, you can click on an already placed tag in the item's title row to remove or place tags directly on that project.

To add tags to new projects during project creation, an Administrator will need to initially check the Tags box on the Add Project Fields page in settings. Once enabled, when creating a project, the name of one or more tags can be entered or selected using the Tags field, shown here:

NOTE: One item cannot be set with more than ten tags.

Filtering for and analyzing tags

When items have tags, it becomes easier to quickly focus on and locate them. To filter for tagged items, click the Filter button in the top left of the view, and find the "Tags" option in the filters. You can then choose from different operators (equals, contains, etc.) and enter the text to filter. Click Apply Filters when done.

In the Projects module, Task or Project tag options can be revealed by clicking "Add Task/Project Filter" and finding the Task/Project Tags option in the menu that appear:

In the Documents module, the Tags dropdown menu, found immediately above the list of files, can be used to select a specific tag and have only the files with that tag applied appear in the list below:

The Requests module filters displays a "Request Tags" filter option:

A variety of project, task, request, and document reports will display Tag filters. Reports that support displaying several different types of items, like the To-Do List or Recent Activity Report, will list the different types of items to which that the tag filter will apply:

To view workspaces with a given tag applied, visit the workspaces menu in the top left of the Workzone interface and click the Tags tab. There, any workspace tags will be listed. Clicking a workspace tag will filter the current view to display the content in just the workspaces with that tag applied:

In the table for editing tags described in the section above, columns such as CREATOR, LAST USED, and LAST USER can provide valuable insights into your work. Additionally, the Edit Tag view can offer details on how many of any given item type a tag is applied to. By analyzing the tags that are most frequently used, you can gain a better understanding of that which is most important to your organization. This can help you make better decisions and improve your business processes.