What are tags?
Tags are a powerful and flexible way to organise and manage content on Plinth. They are essentially keywords or labels that you can assign to various items such as documents, projects, tasks, and more. Tags help in categorising and grouping related items, making it easier to search, filter, and retrieve information quickly.
Why use tags?
Tags help keep your workspace organised by grouping related items together.
Tags improve the search functionality, allowing you to find items based on the keywords associated with them.
Tags are not confined to a rigid structure; you can create and assign tags as needed, providing a customisable organisation system.
Tags can be used to indicate the status, priority, or department related to an item, facilitating better team collaboration.
How to create and assign tags
Go to the left side bar on your screen, and select "Tags" to get started.
To create a tag, click on "Add New Tag" and enter the chosen name.
Assigning Tags
You can assign Tags several different ways, through:
A person's case profile
An event
A survey
A registration form
Assigning tags through a person's case file
To access a person's case file, go to "People" on the left sidebar:
Then select the chosen profile and press "Edit Tags":
Here, you can select a tag from a drop-down bar.
Assigning tags through events
You can also assign tags through events, either when creating an event, or editing an event.
When creating an event by pressing "Add Event", step 7 allows you to add tags to the event. This provides an easy way for your event to be found/shows users what your event is related to.
Alternatively, you can add tags to an event after creating them by selecting the event you wish to add tags to and editing this by pressing the pencil icon (as seen below) or pressing the coloured space:
Next, press the edit button in the top right corner:
Here, you can add tags to the event:
Adding tags to a survey
To add a tag to a survey, you need to go to "Tags" on the side bar (As seen at start of article), then press on the name of the tag you would like to add to a survey. Here, you want to select the "Surveys" tab:
Once on this page, you can select the survey you wish to link to this tag from a drop down.
Make sure to press "Use this Survey".
Adding tags to a registration form
This can be done by going to "People" on the sidebar, then selecting "Add New Members" in the top right corner
Here, you can edit current forms, or create new forms. When in the form builder, there are "Fields on the left-hand toolbar. These show the fields which are not currently in your form.
You can drag "Tags" into your form on the right, and this will now be in your form.
Once a tag has been created you’ll be able to see all of the individuals/organisations in one place
Best Practices for Using Tags
1. Consistency: Use a consistent naming convention for tags. For example, decide whether you want to use singular or plural forms, capitalised words, etc.
2. Relevance: Assign tags that are directly relevant to the content. Avoid over-tagging with too many unrelated tags.
3. Hierarchy: While tags are inherently flat and flexible, you can create a sense of hierarchy by using prefixes or grouping similar tags (e.g., "Project: Alpha", "Project: Beta").
4. Review and Clean Up: Periodically review your tags to remove duplicates or outdated tags to maintain an efficient tagging system.
Examples of Using Tags
Location: Use tags like "Completed", and "On Hold" to indicate the status of tasks.
Departmental Tags: Tags such as "Training", "Sales", "Development", and "HR" can help categorise items by department.
Content Tags: For documents and knowledge bases, use tags like "Policy", "Procedure", "Guidelines", and "Template" to categorise content.
Using tags for reporting
You can also use tags when using the "Reporting" function, located on the left bar. For example, you can use this for "group by" for example, to look at the data for this.
Tags are a versatile tool to enhance the organisation and accessibility of your content on Plinth and they’re worth thinking about ahead of time.