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Custom Tagging

Purpose

The system allows for creation of custom tags that can be used to mark files. This simplifies the process of locating the tagged files when searching and reporting. This feature can be used to assist with a variety of business processes such as, promoting collaboration towards ROT (Redundant /Obsolete/Trivial) remediation or compliance and legal file cleanup efforts.

Overview

  • Creating & Deleting Custom Tags
  • Tagging & Removing Tags From Files
  • Searching & Reporting on Tags

Creating & Deleting Custom Tags

Only users with administrative privileges can create or delete tags. All others can use the tagging feature for tagging, searching, and reporting purposes.

Creating a Custom Tag

1. Click on the Administration Tab, located in the top navigation menu.

Administration Tab

2. Click on the Tags subtab, located under the Administration Tab.

Tags Subtab

3. Click on the Create Tag button, located in the upper right-hand corner. Once clicked, the Create Tag pop-up box will appear.

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Create Tag Button

4. Inside of the Create Tag pop-up box, enter the name of the custom tag into the Name field.

Create Tag Pop-up Box

5. Click the Create button, located at the bottom right-hand side of the pop-up box to save the changes.

Create Button

6. Once the tag has been successfully saved, it will appear under the Tags subtab, with the option to delete the newly created tag.

Tag Created

Deleting a Custom Tag

The system allows for custom tags to also be deleted. Once the tag is deleted, it will disappear and will no longer be available for tagging, reporting or searching for files by the tag’s name.

It’s important to note that the system will not retroactively review and delete tags from previously tagged files. If this is not completed before deleting the tag, the tagged files will no longer have the ability to be untagged without recreating the tag again. To remove a deleted tag from a file, recreate the same custom tag with an identical name. Once the tag has been restored, the system will allow for the untagging of files.

1. Click on the Administration Tab, located in the top navigation menu.

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Administration Tab

2. Click on the Tags subtab, located under the Administration Tab.

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Tags Subtab

3. Click the Delete button, located to the right of the custom tag.

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Delete Button

4. Click the Delete button to save the changes.

Delete Tag

5. Once the Delete button has been clicked, the pop-up box will close, and the custom tag will no longer appear under the Tags subtab.

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Tag Deleted

Tagging & Removing Tags From Files

After a tag has been created, tagging files can be performed while browsing in the system or after a search has been completed. This process simplifies locating specific files for organization, searching, and reporting capabilities.

Tagging Files

1. Click on the Files Tab, located in the top navigation menu.

Files Tab

2. Perform any file search using the three query parameters and click the Search button.

File Search

3. Once the file results are displaying, ensure that the Details View option is selected as the View Type.

Details View

4. Select the checkboxes located to the left of the file’s name for tagging.

Select Files

5. Click the Tag button, located in the toolbar above the file results.

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Tag Button

6. Use the drop-down menu to view the list of available tags and click on the tag’s checkbox to select it.

Tag Selection

7. Once the tag is selected, click the OK button to save the changes.

Apply Tag Selection

Now that the files are tagged, this feature can be used to assist with collaboration towards ROT remediation or compliance efforts.

Files Tagged

Removing Tags From Files

After files have been tagged, the tag can be removed. The simplest way to find the tagged files is to complete a files search using the tag’s name. It’s important to note that the system will not allow files to be untagged if the tag has been deleted. Once the tag has been deleted, the tagged files will no longer have the ability to be untagged without recreating the tag again. To remove a deleted tag from a file, recreate the same custom tag with an identical name. Once the tag has been restored, the system will allow for the untagging of files.

1. Click on the Files Tab, located in the top navigation menu.

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Files Tab

2. Perform a file search using the tag’s name and click the search button when completed.

  • First Filter: Select [By Tags]
  • Second Filter: [Choose an operator]
  • Third Filter: Select the [tag’s name]
By Tag File Search

3. Once the file results are displaying, ensure that the Details View option is selected as the View Type.

Details View

4. Select the checkboxes located to the left of the file’s name for untagging.

Select Files

5. Click the Tag button, located in the toolbar above the file results.

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Tag Button

6. Use the drop-down menu to view the list of available tags and click on a checkbox to deselect it.

Deselect Tag

7. Once the tag is no longer selected, click the OK button to save the changes.

Tag Deselected

At this point the files have been successfully untagged and will no longer appear in [By Tag] searches.

Tag Removed

Searching & Reporting on Tags

After files have been tagged, file searches and reports can be generated to view only the selected files.

Searching For Tagged Files

1. Click on the Files Tab, located in the top navigation menu.

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Files Tab

2. Perform a file search using the tag’s name and click the search button when completed.

  • First Filter: Select [By Tags]
  • Second Filter: [Choose an operator]
  • Third Filter: Select the [tag’s name]
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Files Search

The system will display all the selected tag’s files. From this point, the search can be exported, printed, fields can be altered, and a report can be generated for future use.

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File Results

Reporting on Tagged Files

1. Click on the Reports tab, located in the top navigation menu.

Reports Tab

2. Click on the Create Custom Report button, located in the upper right-hand corner.

Create New Report Button

3. Create a query using the tag’s name and click the search button when completed.

  • First Filter: Select [By Tags]
  • Second Filter: [Choose an operator]
  • Third Filter: Select the [tag’s name]
Query Pop-up Box

4. Next add and remove fields to the report using the Available and Selected field sections. Once completed, click on the Search button to generate the report.

Field Selection

The query pop-up box will close, and the system will display all files that have been selected using the custom tag. From this point, the report can be exportedprintedfields can be altered, and the report can be saved for future use.

Tag Report Query
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Previous Custom Tagging (1.4.x)
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