Tags are a way to identify records with a custom keyword or phrase. Tags allow staff to filter or report on records that is custom or specific to a district or program. Tags are used in Child Care to filter the accounts to be invoiced (i.e. County Assistance or DES) or to designate pending contracts as having a wait list status. Tags are also used in the Facilities module to assign facility room rental rates.
Tags can be created from the System menu, a list view or a show page. Tags can also be added to one or more records from those same locations. A user permission for creating, editing and/or deleting tags is available under System > User Permissions.
Creating Tags from the System Menu
When created from the System menu (System > Tags), that tag is available for all of the indicated list views. Removing a tag from a list view in the System menu will remove the tag from all records in that view. Use the steps below to create a new tag:
- Point to System.
- Select Tags.
- Select Add Tag.
- Give the tag a name. Note: Tags must have a unique name but may be used in multiple list views. Tags are not case sensitive (i.e., assistance and Assistance are considered the same tag). Tags should not use special characters like a backslash.
- Select a color that will be displayed as the background of the tag.
- Indicate the list(s) where the tag will be used. If no lists are selected, the tag will be available from all list views.
- Select Create.
Creating Tags from a List View
Use the steps below create a new tag from a specific list view (or to apply an existing tag):
- Browse to the desired list view (Contacts > People, Child Care > Contracts, Facilities > Accounts).
- Select the check box for one or more records to tag.
- Select the Tags button in the top left corner of the screen.
- Enter the tag name in the Search.
- If no existing tag is displayed, select Create new tag, enter the tag details and select a background color.
-or-
If the tag is recognized as being used in an existing list view, select the desired tag. - Select Create Tag or Apply Tag.
NOTE: The Modify Tags button in the dialog boxes shown above will open the Tags list view in a separate browser tab to allow for the desired modifications to be made (i.e. change the color coding).
Adding Tags from a Show Page
Tags may be created directly on a record's show page using the Edit hyperlink in the Tags field. When Edit is selected, the steps are the same as creating or applying a tag from the list view. Tags are displayed on each record show page as shown in the screenshot below.
Using Tags
Once a tag has been created, it can be assigned to selected records. Records may have multiple tags assigned.
- Browse to the desired list view (i.e. Contacts > People, Child Care > Contracts, Facilities > Accounts).
- Select the check box for one or more records to tag.
- Select the Tags button in the top left corner of the screen.
- Enter the tag name in the Search.
- If the tag is recognized as being used in an existing list view, select the desired tag.
- Select Apply Tag.
Using Tags on Multiple Records
Individual records may have multiple tags attached. When applying tags to multiple records, the system will display how many records are being assigned that tag using one of three possible tag indicators.
You can modify tags on multiple records by selecting the records from the list view then selecting the Tags button at the top left of the screen. In the below screenshot, the YE Instructor tag is selected for all records in the list and the AE Instructor tag is partially selected meaning not all records have this tag.
The three tag indicators are:
-All selected records have this tag
-not all selected records have this tag- Unselected - no selected records have this tag