Using tags

Use tags to filter records and view tagged documents. Remove a tag when it is no longer useful.

Filter records by tag

You can filter records on a table by tags you have access to.

Before you begin

Role required: none

Procedure

Filter records by tag in any of the following ways.
OptionDescription
Filter from the form view Perform the appropriate action for your version of the UI.
  • UI16: Click the more options icon (More options icon), and then click the tag in the menu that opens. A new tab or window opens and displays a list of records that contain the tag.
  • UI15: Click the edit tags icon (Edit tags icon), and then click the tag.
Filter from the list view using the Tags column With the Tags column visible, click the tag name. Clicking two or more tags filters the tags together with the AND operator and shows records containing all the selected tags.

This functionality is not available in List v3.

Filter from the list view using the list filter Click the show/hide filter icon (Show/hide filter), select Tags from the field choice list and enter the tag name.

View tagged documents

The Tagged Documents page displays recently viewed documents or user-tagged documents in the content frame.

Before you begin

Role required: none

About this task

An administrator can configure the fields that appear on the tagged document cards by configuring the mobile view of the task, for example, the mobile view of the Incident form. If there is not a mobile view available for the page, the record reverts to the default view. For more information, see Create and delete views.

Procedure

  1. Navigate to Self-Service > My Tagged Documents.
    Alternatively, in UI15 you can click Tagged Documents in the Edge.
    The sidebar displays all tags that you have access to. A preview area displays tagged documents.
    My tagged documents
  2. (Optional) Click Show Global Tags to display global tags.
  3. Perform one of the following actions:
    OptionDescription
    Display most recently viewed documents Click Most Recent in the sidebar.
    Display documents associated with a tag Click the tag name in the sidebar.
    Remove a tag from a record Click the x in the corner of the document preview.
    Open the form for a tagged document Click the title of the document preview.

Remove a tag from a record

There are many ways to remove a tag from a record.

Before you begin

Role required: none

Procedure

Perform any of the following actions.
OptionDescription
Remove a tag from a record in the list view using the Tags column Perform the appropriate action for your list version.
  • List v2: Ensure that the Tags column is visible and click the remove tag icon (x) beside the tag name.
  • List v3: Double-click the tag in the column to open the Edit Tags dialog. Click the remove tag icon (x) beside the tag name.
Remove a tag from one or more records in the list view using the action menu Select the check box for one or more records, then click Actions on selected rows > Remove Tag: > [Tag name].

This functionality is not available in List v3.

Remove a tag from a record in the form view Perform the appropriate action for your version of the UI.
  • UI16: Click the more options icon (More options icon) in the form header, then click the remove tag icon (x).
  • UI15: Click the edit tags icon (Edit tags icon), then click the remove tag icon (x).
Remove a tag from a record in the Tagged Documents page Click the remove tag icon (x) in the corner of the document preview.
If a tag is automatically applied to a record based on specific conditions, the tag is automatically removed when those conditions no longer apply. For more information, see Administering tags.