Tags

Benefits

Tags provide a flexible way to organize objects in the application. By creating and adding tags, you can group like items and manage them in the Tags module.

For example, create categories of requests which should be tackled first during an audit, so the management of the audit is streamlined. Or if you send out a subset of requests to your auditors, it is easy to mark them with a tag "sent to auditors," so as to not send the same request twice. 

Overview

Tags allow you to complete the following actions:

• Create customized groupings.
• Add one or more tag to any object.
• Add the Tag header in any list view to filter, sort and export.

Accessing the Tags Module

Opening the Tags module provides a list view of tags used in the application. In addition to seeing all tags, you can click a tag to open the details page and see where and how many tags are used. The Tags module is only accessible to editors and administrators

To access the Tags module, complete the following:

1. Click Tools | Tags.
   
   
   
   

On a Module's Home Page

Tags were created to be flexible, so you can access the dialog box for adding tags from several areas. Follow the steps below for the actions you need, then see instructions for the Edit Tags dialog box in the Creating Tags section. The ability to tag an object from a module's home page is available to all user roles.

Tagging a Single Item

To open the Edit Tags dialog box, complete the following steps:

1. Access the home page of any module.
   

   NOTE

   An object's home page displays when the left-hand navigation links are clicked for Programs, Issues, Vendors and any item in the System of Record. It provides viewing and editing options directly on the page for objects in the module. For additional information, please see System of Record List Views.

   
   
   
   
2. Add the Tags column to the heading and remove any not needed.

3. Hover over the area in the Tags column of the desired object and click the blue, editing pencil.
   
   
   
   

   NOTE

   Continue with instructions in the Creating Tags section.

Tagging Multiple Items

If there are several of the same objects needing the same tag, the process can be done through the bulk edit function on any list view in the application including module home pages. To use tags as part of an audit workflow, open the audit in summary view.

To open the Edit Tags dialog box, complete the following steps:

1. Access the home page of any module or open an existing audit summary page.
   
   

   NOTE

   For instructions on how to access the Audits visual display page and the Audit summary page, please see Accessing Audits

2. On the Audit summary page, there is an additional step of selecting the sub headings to access a list view of information that is similar to a module's home page.
   
   
   
   
3. Add the Tags column to the heading and remove any not needed.
   

   NOTE

   An object's home page displays when the left-hand navigation links are clicked for Programs, Issues, Vendors and any item in the System of Record. It provides viewing and editing options directly on the page for objects in the module. For additional information, please see System of Record List Views.

4. Filter the data if necessary and select items for the new tag.
   
   

   TIP

   For example, to send newly completed requests to an outside auditor, filter by Status then select the items. The screenshot below shows the selection of requests that haven't already been sent.

   
   
   
   

5.  Click Edit values | Tags.
   
   
   
   

6. The Edit Tags dialog box displays.

   
   
   
   

7. Create a new tag to describe the actions for the selected objects.
   
   

   NOTE

   Continue with instructions in the Creating Tags section.

On the Details Page

The details page for each object contains a Tags field where you can add one or more tags. The ability to tag an object from a module's home page is available to all user roles. Follow the steps below for the actions you need, then see instructions in the Creating Tags section.

Tagging a Single Item

To open the Edit Tags dialog box, complete the following steps:

1. Access the details page of any object by clicking the title of the object to tag.
   

   NOTE

   The details page displays when an item's linked Title is clicked from anywhere in ZenGRC. It provides viewing and editing options for a single object that is standard across the application. For additional information, please see Actions on the Details Page.

   
   
   
   

2. On the details page, hover over the Tags field.
   
   
   
   

3. Click the blue pencil to display the Edit Tags dialog box.
   
   
   
   

   NOTE

   Continue with instructions in the Creating Tags section.

Tagging Multiple Items

If there are different object types mapped together and need the same tag, you can add tags on a details page of the main object. For example, if a program has been reviewed and updated with the latest regulations, you can view everything mapped to that program under the Mapped Objects sub tab on the program's details page and add tags.

To open the Edit Tags dialog box for adding or creating tags to objects that are mapped together, complete the following steps:

1. Access the details page of any object by clicking the title of the desired object.
   

   NOTE

   The details page displays when an item's linked Title is clicked from anywhere in ZenGRC. It provides viewing and editing options for a single object that is standard across the application. For additional information, please see Actions on the Details Page.

   
   
   
   
2. Click the Mapped Objects sub tab.
   
   
   
   
3. The page displays with groupings and numbers of mapped objects.
4. Click the desired mapped objects sub link.
   
   
   
   
5. Add the Tags column to the heading and remove any, if necessary.
6. Select the items to add tags. To add tags to all items on the page, click the check box in the heading.
   
   
   
   
7. Click Edit values | Tags.
   
   
   
   

8. The Edit Tags dialog box displays.
   
   

   
   
   

   NOTE

   Continue with instructions in the Creating Tags section.

Creating Tags

Regardless of how many tags you're adding or the area from where you accessed the Edit Tags dialog box, the editing functionality is the same.

Once on the Edit Tags dialog box, complete the following steps:

1. Begin typing in the New value dropdown to create a new tag, or click the arrow to select an existing option in the dropdown. 
   
   
   
   
2. For a new tag, click enter on your keyboard when finished typing to add the tag. This only saves the value until you click Save. It does not add the tag until then.
   
   
   
   
3. Once added, the tag displays an x for deletion.

4. Continue adding tags by typing within the text box or selecting existing tags from the dropdown and clicking enter on your keyboard.
   
   
   
   

   TIP

   You may need to click outside the New value text box to remove the dropdown and display the Save button.

5. Click Save.
   
   
   
   
6. Alternatively, click Cancel to close the dialog box without creating tags or updating the object. 

Exporting Tagged Items

After following the instructions under Creating Tags, you can now export the newly tagged items.

After adding the Tags column to the heading and creating a new tag for the selections, complete the following steps to export information:

1. Click in the Tags heading to display the filter.

   
   
   
   

2. Select the tag to display the tagged items.

3. Click Export CSV or Download ZIP.

   TIP

   The Export CSV and Download ZIP buttons function through filters, not selections. For example, if two out of 20 items are selected for export, the export ignores the selections and includes all 20 items. So use filters in the headings to narrow the display to the desired export.

   
   

4.  The file downloads in the manner specified in your browser.

Altering Tags

At this point in development, tag wording cannot be changed. However, with a few steps, you can create and add a new tag to your items; then delete the old tag, if necessary. This can be accomplished in several ways, but we've outlined one of the most efficient below.

To add a new tag to a group of items, complete the following steps:

1. From anywhere in the application, add the Tags heading to the list view page and select a tag from those displayed in the column. 
   
   
   
   
2. The page displays the details page of the selected tag in the Tags module. Each sub tab displays the object name and number of objects with that tag.
   
   
   
   
3. Add the Tags column to the heading and remove any headings, if necessary.
4. Select the items. To select all items on the page, click the check box in the heading.
5. Click Edit values | Tags.
   
   
   
   
6. Add the new tag and click enter on your keyboard.

7. Click Save. The items tagged will be removed from this tag's details page and added as a new tag in the Tag module.
   
   
   
   

   NOTE

   For additional details on adding tags, please see Creating Tags.

Deleting Tags

1. Delete the old tag by clicking the check box beside the tag on the Tags home page.
2. Click Delete.
   
   
   
   
3. Click Delete in the dialog box. If the tab exists on any item, it will be removed with the delete.
4. Alternatively, click Cancel to undo changes.