We want to provide a new feature allow FastDraft users a number of ways to organise and view their data. In this post we outline how we envisage tags working to allow you to more effectively assess your FastDraft data.
This tagging features is display on the same tab as the new associated notices feature but the functionality of link notices is set out separately here and works slightly differently:- New feature - Relating associated notices across workflows
This feature is used to allow new and existing notices to be link together as explained here:-
Best uses for tags
Tagging is very useful when you need something to quickly filter your notices. For example, if you have notices that you consider more important than other notices, you can add a tag such as ‘critical’ to them. You can then select this tag as a filter option and display only those notices that contain that tag.
Tags can be added to all object types in FastDraft eg Notices (communications/certificates/submissions) by end users and also by admins for Companies and Users.
Tags are also available as a filter options in reports and via our API.
You can also search tags using global search.
Using tags
As described in above, you can create and apply tags to different object types in FD so that you can more easily segment, view, and evaluate the data in your FD account.
A user with admin rights is able to add tags that are available to all FD users and can edit or delete those tags. Admin users can also allow all users to define and apply their own tags to their own data objects. See managing tags below.
Tags are added separately for different object types. However, when a notice is under an organisation, its tags are retained and added to the organisation record.
Adding tags to notices
The tags that an admin user has created in the tags settings pages are available to be applied and then to be used for filtering and so on. If all users are allowed to add their own tags, they can be added as described here.
To apply tags to notices and other objects
- Select the element (a notice, for example) to which you want to apply a tag. For example, select the notice from the Register page.
- Click the Relations tab and the click the Add/Edit button.
- For admin defined tags click the Tags field and you’ll see the list of admin defined tags that are available e.g. list fo projects, programmes, or regional areas.
- For users generated tag (or enter a new tag, if all users are allowed to add tags) and then enter the tags to require and click Save .
You can also tag multiple objects at one time using your registers.
To tag multiple objects
- Select a Workflow Register , User list , or Company List page.
- In these table views on the Notices , Users, or Companies select the all the list items to which you want to add tags.
- Click the Tag button.
- Select one or more tags to apply to the items you selected.
- Click Save .
Removing tags
Tags that are applied by FD users to their notices can also be removed from them by simply editing the element and removing the applied tag from the record.
Tags that were created by an admin user and are available to all FD users can only be removed by an admin user (see below). Removing these admin-defined tags means they are no longer available as predefined tags.
Filtering by tags
After tags have been applied, you can use them as filter options and display only those elements any of the Table register views.
To filter by tags
- Select either the Workflow Register , Users , or Company Table page.
- In the Column selector button, drag the Tags column onto the table.
- Tags are filterable using the Tags column. This is available in the Search field of tags column.
- Select the Search field and select the terms (or tags) you want to filter on/out and the list will be automatically filtered based on the tag selected.
Managing tags as an admin
To help you organise the entire workflow of your instance of FD, you can easily prepare a set of tags to be used by everyone in the account. FD users can then apply these tags to notices. You can also allow individual FD admin members to create and add their own tags.
Each list of tags for notices, users and companies must be created separately.
You need admin rights to manage tags.
Adding tags
A user with admin rights can add tags that are used by all FD users.
To add global tags to notices
- Click the Admin Panel tab, then select Customise > Tabs, Customise > Users, Customise > Companies, Customise > Contracts or [ Customize > Projects ].
- Select the Tags tab.
- Click Add Tag .
- Enter your tag, then click Save .
- Select who can apply tags in your FD account. The options are All users and Admin only .
Tags that are added in the admin page are available to FD users to add to their notices. After tags have been added, they can then be used to filter Table and register lists and also to define reports.
Tags can also be added to your FD account via a data import using a CSV file. You will need to raise a support ticket with our support team.
Allowing all users to add tags
Who can define and add tags is determined by a FD user with admin rights. When editing tag settings for notices, an admin user can select to allow All users to add tags (instead of just Admin only).
When set to All users , FD users can enter any tags they want by editing a notice, for example. All of the tags that are added by FD users appear on the Tags tab on the admin settings page.
All tags are available to all users of your FD account, which means that any tag a user creates is visible to the entire population.
Editing and deleting tags
Tags can be edited (its name changed) and deleted.
To edit or delete tags for objects
- Click the Admin Panel tab, then select Customise > Tabs, Customise > Users, Customise > Companies, Customise > Contracts or [ Customize > Projects ].
- Select the Tags tab.
- If you want to edit a tag, click the Edit button next to the tag’s name. Change the tag’s name and then click Save . The new name of the edited tag is immediately changed in the objects where it was used. Note: If you can’t see the Edit button, this means you don’t have the required permission to edit it.
- If you want to delete a tag, click the Delete icon (the trash can) next to the tag’s name. You’ll be prompted to confirm that you want to delete the tag.
About tag editing permissions
Your ability to create, edit, and delete tags is determined by the permissions that are allowed for your user type in FD.
- You can edit tags created by you or your subordinates. To edit tags created by other users, you need to have admin privileges.
- You can delete tags created by you or your subordinates. To delete tags created by other users, you need to have admin privileges.
- If you’re a User on your account, you won’t be able to delete Manager or Admin data from FD, including tags created by those users. A Super Admin or an Admin will need to delete the tags, or upgrade your permissions.
API integration
The tag API endpoints will allow the following interfaces:- Fetch list of tags, Fetch specific tag, Update tags, Delete tag, Create tag, List possible autocomplete values for a search term and List all tags for the current user/company/project/contract/notice and Tag an user/company/project/contract/notice.
name - The name of a tag.
String - Required
context_id - The ID of the object the tag is for.
Integer - Required
context_type - The type of the object the tag is for. May only be set to ‘group_users’ at this time.
String - Required