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Custom tagging

Purpose

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

Overview

  • Creating a Custom Tag
  • Editing a Custom Tag
  • Deleting a Custom Tag
  • Tagging Files with Custom Tags
  • Removing a Custom Tag
  • Searching By Custom Tags
  • Viewing Custom Tag on File Metadata
  • Reporting By Custom Tags

Creating a Custom Tag

Only users with administrative privileges can create, edit, or delete tags. All other types of accounts can use the tagging feature for tagging files, searching tagged files, and reporting purposes, but they are unable to create, edit or delete custom tags.

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 on screen. Once the button has been clicked, the Create Tag pop-up box will appear.

Create Tag Button

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

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 Tag Pop-up Box Name Field

6. Once the tag has been successfully saved, it will appear under the Tags subtab, with options to edit or delete the newly created tag. An alert will also appear at the bottom left-hand side of the screen, to indicate that the custom tag has been created.

Custom Tag Saved

Editing a Custom Tag

Once a custom tag has been created, it can be edited to reflect a new name.

Very Important: Once this custom tag’s name has been edited, the system will not retroactively review and update previously tagged files. This newly edited custom tag’s name will only tag files with the new custom tag’s name going forward. To tag all files with the newly edited custom tag’s name, all previously tagged files with the old custom tag’s name needs to be untagged prior to editing the custom tag’s name. Please see “Removing a Custom Tag” section, located in this support document, for steps on how to untag files before editing custom tag’s name. Once the previous custom tag has been removed from the files, follow the steps below to edit the custom tag’s name, and then tag all files with the newly edited custom tag.

At this time, if these steps are not performed prior to editing the custom tag’s name, the previously tagged files will no longer be searchable, reportable or have the ability to be untagged in the future.

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 the Edit button, located to the right of the custom tag. Once the button has been clicked, the Edit Tag pop-up box will appear.

Edit Button

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

Edit Tag Pop-up Box

5. Click the Save changes button, located at the bottom right-hand side of the pop-up box to updated the custom tag’s name.

Save Changes

6. Once the custom tag has been successfully updated, it will appear with the new name under the Tags subtab, with options to edit or delete the newly edited tag. An alert will also appear at the bottom left-hand side of the screen, to indicate that the changes have been saved.

Custom Tag Updated

Deleting a Custom Tag

The system allows for custom tags that have been created, to also be deleted. Once this custom tag is deleted, it will disappear from the Tags subtab, and will no longer be available for tagging of files or reporting and searching of files by the custom tag.

*Please Note: Deleting the custom tag will not delete the custom tag for previously tagged files. To achieve this, the custom tag will need to be removed prior to the deleting of the custom tag. Please see “Removing a Custom Tag” section, located in this support document, for steps on how to untag files before deleting a custom tag. If deleting the Custom Tag is performed prior to untagging the file, create another custom tag with an identical name and then perform the actions of untagging the file and deleting the custom tag once again.

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 the Delete button, located to the right of the custom tag. Once the button has been clicked, the Delete Tag pop-up box will appear.

Delete Button

4. Click the Delete Tag button, located at the bottom right-hand side of the pop-up box to save the changes.

Delete Tag Button

5. Once the Delete Tag button has been clicked, the pop-up box will close, and the custom tag will no longer appear under the Tags subtab. An alert will also appear at the bottom left-hand side of the screen, to indicate that the tag has been removed.

Custom Tag Deleted

Tagging Files

Once a custom tag has been created, it can be used to tag specific files. Tagging files can be performed while browsing through files in the system or after a search has been completed, only tagging the resulting files from the search.

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

Files Tab

2. Perform any file search.

Files Search Results

3. Click the checkbox to select the file. Once the file has been selected, the checkbox will remain checked with an orange background to indicate that it has been selected. Once the first file has been selected, a collapsed window, Object Selected, will display in the bottom left-hand side of the screen, displaying the number of files that have been selected. If a file has been selected in error, the file can be deselected by clicking the already selected checkbox again. Once the file is no longer selected, the checkbox with an orange background will no longer appear to the left of the file’s name. The objects selected window is also dynamic and will update accordingly when files have been deselected. This process can be repeated until all correct files that need to be tagged have been selected.

Checkboxes to Select Files For Tagging

4. Once all file selections have been made, click on the Objects Selected window, located at the bottom left-hand side of the screen. Once clicked this window will expand and display all files that have been selected to be tagged.

Objects Select Window

5. From this view, the files can either be removed or tagged. If a file, or all files, have been added in error, there are two ways to remove them from the tagging list. To remove all files from the Object Selected window, click on the Clear button, located at the top of the Object Selected window. Once clicked on, this will deselect all previously selected files and automatically close the Object Selected Window. To remove individual files, click the X, located just to the right of the file’s name, inside of the Object Selected window. Once Clicked, the file will disappear from the list.

X button to Remove File

6. Click on the Tags button, located at the top of the Object Selected window. Once clicked, the top of this window will expand to include the Select tags drop-down field.

Objects Selected Window – Selected Tags Field

7. Click on the Selected Tags drop-down field. Once clicked on, the drop-down menu will display a list of all saved custom tags to choose from. Click on the checkbox, located to the left of the custom tag’s name to select it. Once selected, the checkbox will appear with an orange background to indicate that it is selected. Multiple custom tags can be selected to apply to the selected files at once, by clicking the checkbox for all desired custom tags. If a custom tag has been selected in error, click on the already selected checkbox to deselect it. Once deselected, the checkbox with the orange background will disappear, to indicate that it is no longer selected.

Objects Selected Window – Selected Tags Field

8. Once all proper selections have been made, click anywhere outside of the drop-down field to save the changes. Once closed, all selected custom tags will appear inside of the Select tags field. Click on the Apply button to tag the selected files.

Objects Selected Window – Apply Button

9. Once the files have been tagged with the custom tag(s), an alert will appear in the bottom left-hand side of the screen to indicate that the changes have been saved. From here, all files that were selected have been tagged with the custom tag.

Files Tagged Successfully Alert

Removing a Custom Tag

Once a file has been tagged, the same file can also be tagged with a different tag or have the tag removed altogether.

1. Locate the file in the system. This can be done by browsing through the files in the system or performing a search to only display files tagged with a specific custom tag.

File Results – Searching by Tag

2. Click the checkbox to select the file. Once the file has been selected, the checkbox will remain checked with an orange background to indicate that it has been selected. Once the first file has been selected, a collapsed window, Object Selected, will display in the bottom left-hand side of the screen, displaying the number of files that have been selected so far. If a file has been selected in error, the file can be deselected by clicking the already selected checkbox again. Once the file is no longer selected, the checkbox with an orange background will no longer appear to the left of the file’s name. The objects selected window is also dynamic and will update accordingly when files have been deselected. This process can be repeated until all correct files that need to be tagged have been selected.

File Selected

3. Once all file selections have been made, click on the Objects Selected window, located at the bottom left-hand side of the screen. Once clicked this window will expand and display all files that have been selected to be untagged.

Objects Selected Window

4. From this view, the files can either be removed or tagged. If a file, or all files, have been added in error, there are two ways to remove them from the tagging list. To remove all files from the Object Selected window, click on the Clear Basket button, located at the top of the Object Selected window. Once clicked on, this will deselect all previously selected files and automatically close the Object Selected Window. To remove individual files, click the X, located just to the right of the file’s name, inside of the Object Selected window. Once Clicked, the file will disappear from the list.

X Button to Delete File from Objects Selected Window

5. Click on the Tags button, located at the top of the Object Selected window. Once clicked, the top of this window will expand to include the Select tags drop-down field.

Objects Selected Window – Selected Tags Field

6. Click on the Selected Tags drop-down field. Once clicked on, the drop-down menu will display a list of all saved custom tags to choose from. Click on the checkbox, located to the left of the custom tag’s name that needs to be removed to deselect the custom tag. Multiple custom tags can be deselected to the selected files at once, by clicking the already selected custom tag’s checkbox again. Once deselected, the checkbox with the orange background will disappear, to indicate that it is no longer selected. If a custom tag has been removed in error, click on the checkbox again to reselect it.

Objects Selected Window – Selected Tags Field

7. Once all proper selections have been made, click anywhere outside of the drop-down field to save the changes. Once closed, all custom tags that were deselected will no longer appear inside of the Select tags field.

Objects Selected Window – Deselecting Tags

8. Click on the Apply button to untag the selected files.

Objects Selected Window – Apply Button

9. An alert will appear at the bottom left-hand side of the screen the, to indicate that the files have been untagged with the custom tag that was removed.

Files Untagged Alert Message

10. Rerun the same [By Tag] filter criteria files search, to ensure that the files are no longer appearing in the file results and the custom tags have been removed successfully.

File Search Results – Tags Removed

Searching By Custom Tags

After files have been tagged, a search can be performed to display only files that have been tagged with a specific custom tag or multiple custom tags.

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

Files Tab

2. Click on the first drop-down field and select the By Tag filter from the menu. Once selected, the By Tag will appear inside of the field.

By Tag Search Filter

3. Click on the second drop-down field and select one of the operators from the menu. Once selected, the selected operator will appear inside of the field.

Select an Operator

4. Click on the third drop-down field. Once selected, the field will display a menu of the custom tags save to choose from.

Custom Tags Selection drop-down Search Field

5. Click on at least one of the custom tags in the menu. Multiple custom tags can also be selected, depending on the operator that was selected in the second drop-down menu. Once the custom tag is selected, it will appear inside of the third field.

Custom Tags Selection drop-down Search Field – Tag Selected

6. Click on the Search button to find all files tagged with the custom tag(s) selected.

File Search Button

7. Once Search button has been clicked, all files tagged with the selected custom tag will appear in the search window below.

File Search Results

Viewing File’s Custom Tags via Metadata

Once a file has been tagged, this information is visible when viewing the file’s metadata in the system.

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

Files Tab

2. Locate the file in the system. This can be done by browsing through the files in the system or performing a search to only display files tagged with a specific custom tag.

Locate Tagged Files Through File Search

3. Click on the file that the metadata should be displayed for.

File Selected

4. Click on the Metadata button, located in the toolbar, in the upper left-hand corner above the file results window.

Metadata Button

5. Once clicked, the Metadata of the file will display the file’s custom tag, located under the User tags field.

Metadata Details Window – Custom Tag Field

6. To view the custom tags of the remaining files. Simply click on another file and the Metadata details window will update with the newly selected file’s metadata.

Metadata Details Window – Custom Tag Field – Next File

Reporting on Custom Tags

Once files have been tagged, the system allows for custom generation and saving of the custom tag report. This allows for quick reporting of files without having to go through the steps of rerunning the search each time the custom tags report is needed.

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. Once clicked, the Query pop-up box will appear with options to select from.

Create Custom Report Button

3. Inside the Query pop-up box, click on the first drop-down field and select the By Tag filter from the menu. Once selected, the By Tag will appear inside of the field.

Query Pop-up Box – By Tags Search Filter

4. Inside the Query pop-up box, click on the second drop-down field and select one of the operators from the menu. Once selected, the selected operator will appear inside of the field.

Query Pop-up Box – Operators Search Filter

5. Inside the Query pop-up box, click on the third drop-down field. Once selected, the field will display a menu of the custom tags save to choose from.

Query Pop-up Box – Custom Tags Search Drop-down Field

6. Click on at least one of the custom tags in the menu. Multiple custom tags can also be selected, depending on the operator that was selected in the second drop-down menu. Once the custom tag is selected, it will appear inside of the third field.

Query Pop-up Box – Custom Tag Selected for Search Field

7. From this view, fields can be added or removed, to ensure the report only displays desired fields on the Custom Tag report.

To add a field, click on the field name from the list of Available Fields section, located on the left-hand side. Once selected, hold down the button on the mouse and drag the selected field from the Available Fields section, into the Selected Fields section. Once the field has been added, it will no longer display under Available Fields section and now will display under the Selected Fields section only.

To remove a field, click on the field name from the list of Selected Fields section, located on the right-hand side. Once selected, hold down the button on the mouse and drag the selected field from the Selected Fields section, into the Available Fields section. Once the field has been removed, it will no longer display under Selected Fields section and now will display under the Available Fields section only.

Please Note: By Default, the system will select several fields which will appear under the Selected Fields section and another set of fields, under the Available Fields section. In addition to the fields that appear within those two sections, there is a checkbox located in the bottom left-hand side of the pop-up box, beside the label “Show Advanced Fields” that when clicked on, will offer many more field options to be added. To add or remove these fields, follow the same steps as above.

Once completed with selections, click on the Search button at the bottom right-hand side of the pop-up box to save changes.

Query Pop-up Box Search Button

8. Once the Search button has been clicked, all files that have been tagged with this custom tag will display in the results window.

Query File Results

9. From here, the report can be saved for future searching of custom tags without having to repeat all the steps. Click on the Save As button, located in the reports toolbar (directly above custom tag file query results). Once this button is clicked, the system will display the Save As pop-up box.

Save As Button

10. Inside of the Save As pop-up box, type the name of the report into the name field. Also, choose whether the report will be a public report, for all Aparavi users under the account to use, or a private report, that will only be visible under the account it was created. Click Ok button to save all changes.

Save As Pop-up Box

11. To view the saved report, click on the Reports tab, located in the top navigation menu.

Reports Tab

12. Once on the Report tab, the saved Custom Tagged Files report will appear under either the Private reports section, or Public reports section, depending on which option was selected.

Report Saved

13. Now that the Custom Tagged Files report has been saved, the same query criteria can be searched for without having to repeat the process of performing the query, using the search filters. Simply click on the Run button, located to the right of the report’s name and the system will automatically generate the report using the original query criteria entered.

Run Button
Custom Report By Tag File Results
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