Administering tags

  • Release version: Yokohama
  • Updated January 30, 2025
  • 3 minutes to read

    • If you have an administrator role, you can configure and manage all tags, even tags created by other users. You can also configure notifications, auto-assignment, and Zing indexing for tags.

    You must have the tags_admin role for these administrative tasks.

    Create a tag from the Tags list

    You can create a tag directly from the Tags list.

    Before you begin

    Role required: tags_admin

    Procedure

    1. Navigate to All > System Definition > Tags or Self-Service > My Tags.
    2. Click New.
    3. Enter a name for the tag in the Name field.
    4. Optional: Modify tag settings.
      Field Description
      Owner Specifies the owner of the tag. Users are allowed to change the ownership of the tag to someone else.
      Type Specifies the type of tag.
      • Standard: is controlled by users who have access to the tag. These users can add or remove records from the tag.
      • Most Active: displays the most frequently accessed modules and is automatically maintained by the system. There is no maximum duration a module can remain as most active.
      • Most Recent: displays the most recently accessed modules and is automatically maintained by the system.
      • Most Active Record: displays the most frequently viewed records and is automatically maintained by the system. There is no maximum duration a record can remain as most active.
      • Most Recent Record: displays the most recently viewed records and is automatically maintained by the system.

      Only tags of the Standard or Most Recent Record types appear on the Tagged Documents page.
      Viewable by Specifies the sharing level. By default tags are visible only to the user (Me), but you can share tags with Groups and Users. Users with the tags_admin role are the only users who can create global tags shared with Everyone.
      Active Specifies whether the tag is enabled or disabled.

    Edit tags from the Tags module

    From the Tags module, you can edit all tags.

    Before you begin

    Role required: tags_admin

    About this task

    Note:
    Tag names are case-insensitive and must not include punctuation.

    Procedure

    1. Navigate to All > System Definition > Tags.
    2. Open a tag.
    3. Make the necessary changes.
    4. Click Update.

    Configure tags to assign automatically

    Configure the system to automatically assign a tag to records that match conditions defined in the tag record.

    Before you begin

    Role required: tags_admin, however for users with the tags_admin role to be able to create conditions for labels, you need to create the following ACLs. Creating ACLs requires the security_admin elevated role. Include tags_admin as a required role for each ACL. For more information on creating an ACL, see Create an ACL rule.
    Table 1. ACLs required for the tags_admin role
    Name Operation
    label_table read
    label_table write
    label_table create
    label_auto read
    label_auto write
    label_auto create
    (Optional) label_table delete
    (Optional) label_auto delete

    About this task

    Use automatically assigned tags to group high urgency incidents, overdue incidents, canceled changes, or any other set of records. The system automatically assigns the tag to records that match the criteria and removes the tag from records that no longer match the criteria.
    Note:
    Tags can't be automatically assigned to a record when its condition includes a dot-walked field.

    Procedure

    1. Navigate to All > System Definition > Tags.
    2. Open the tag that you want to assign automatically.
    3. Configure the form to add the Conditions for Labels embedded list.
    4. Create a row in the Conditions for Labels list.
    5. Click the reference icon in the Table column.
      The Label Table list opens in a pop-up window.
    6. Click New.
    7. Enter a Name, select a Table, and add conditions for the automatic assignment of the tag.
    8. Click Submit.
    9. Click the check mark icon to save the new row.
    10. Click Update.

    Configure notifications for tagged records

    You can enable the system to send a notification when a record with a certain tag is updated.

    Before you begin

    Role required: tags_admin

    Procedure

    1. Navigate to All > System Definition > Tags.
    2. Open a tag.
    3. In the Label Entries related list, open the record for which you want notifications.
    4. Select the Notify onchange check box to be notified any time the record is modified.
    5. Use the Notify when condition builder to specify the conditions that must be true to trigger the notification.
    6. Select a business rule in the Notify script field.
    7. Save the record.