The Tag feature lets you add team-common markers (tags) to SOPs and folders for classification, search, and visualization. Register the terms your team has agreed on just once, such as "Important," "Updating," and "For new models." After that, all you need to do is select and add them. (Free-text entry is not possible, so the same item cannot be written in different ways.)
Tags are available on all plans. Adding and editing the tag list is done by Team Administrator or higher, and adding tags to SOPs and folders can be done by users with editing rights.
Register the tag list (Team Administrator or higher)
First, register the tag list your team will use.
- Open [Dictionary / Templates] in the sidebar
- Select the [Tag] tab at the top
- Click [Add tag] at the upper right, and add a row
- Set the following:
- Tag name: For example, "Important," "Updating," "For new model A," and so on
- Color: Pick a background color with the color picker (you can leave it unset). You can use the same Recommend color palette as the Shapes editor
- Bold (emphasis): When this is turned ON, the tag appears in bold in lists and on chips, so it stands out more
- Sort order: Drag to sort (reflected in the order of choices on the tag-adding screen)
- Click [Save] at the upper right
- Adding, editing, deleting, and saving tags in the tag list is limited to Team Administrator or higher
- Other roles can view registered tags (they can also select them on the tag-adding screen)
- Tag names cannot be duplicated within the team (an error appears when you save)
Add tags to SOPs
Add from the Basic information tab (while editing)
- Open the SOP you want to add tags to in the editing screen
- Open the [Basic information] tab
- In the "Tag" field, you can make a multiple selection from the team-common tag list
- Once you select them, the change is applied immediately (no revision needed)
Add from the "…" menu in the list (without opening the SOP)
This is handy when you want to add tags to a target SOP from the folder's Procedure list without opening it.
- On the folder screen, open the [⋯ (Other)] menu at the upper right of the SOP card or row
- Click [Set tags]
- A dialog opens, so select from the team-common tag list (applied immediately)
Add tags to folders
You can add tags to folders in the same way. From the [⋯] menu at the upper right of the folder list, select [Set tags], or add tags from the folder settings screen.
- Tags added to a folder can be used to search for and classify that folder itself
- If you set a folder tag in the Filter conditions of SOP search, you can search only the SOPs under that folder (for details, see "Filter in search" below)
Filter in search
Tags can also be used to filter searches.
- In the advanced filter of SOP search, if you specify SOP tags, you can narrow results to only the SOPs with those tags
- You can also specify folder tags. When you filter by folder tag, only the SOPs under folders with that tag are searched
- For how multiple tags work and other details, please see the explanation of the advanced filter
Who can add tags
- SOP tags: Users who can edit the SOP (Initiator and users with editing rights)
- Folder tags: Users who can edit that folder (Administrators, Group Administrators, and so on)
- Users without permission to add tags can only view them (Reading only)
Tips for using them well
- Start with a small tag list: Begin with three to five operating categories (for example, "Important," "Updating," "By model"), and you won't get confused
- Use emphasis only for the most important tags: Bold with a dark color is most effective when limited to things that should stand out at a glance, such as "Important" or "Urgent"
- Use a different color for each operating category: If you use different hues for status (In progress / Completed) and classification (By model / By process), you can tell what each one means at a glance in the list
- Folder tags × SOP tags: If you add a broad category to folders and a finer category to SOPs, you can narrow searches by "this process × status"