In this article:
1. What Is a Card Tag?
2. How to Manage Tags on a Global Level
2.1. How to Create a Tag?
2.2. How to Clone a Tag?
3. How to Manage Tags on a Board Level
4. How to Add a Tag to a Card
4.1. From the Card Details
4.2. From the Card Context Menu
5. How to Visualize Tags in the Closed Card/Initiative View
6. Tags in Business Rules and the Advanced Search?
In Businessmap, tags help you label and group cards together to visualize information at a glance. You can also use them to filter cards, in reporting, and business rules. Here is a rundown of their capabilities and how to manage them.
1. What Is a Card Tag?
Tags are a great way to categorize your cards and initiatives. You can tag a card with any value you want and use the tag property to apply filters and get а specific portion of data. Moreover, you can analyze and group cards based on their tags.
There is a Security Control related to card tags under the "Card Controls" section (Administration → Security & Audit). The card control options define who in the account can create, edit, and delete tags.
This could be set to:
- Account Owners/Admins*
- Account Owners/Admins* and Workspace Managers
- Everyone in the account (any user role)
* An Admin is a user who is not an Account Owner but has the “Manage Card Elements” admin privilege.
2. How to Manage Tags on a Global Level
You can create and manage card tags on a global level from the Administration panel → Card Management → Tags.
The Tags tab stores all existing tags in the system. If you have the necessary privilege, you can access this panel to create new tags and manage existing ones.
Tags are displayed in a table format that contains the following information per tag:
- Label — this is the tag name along with the selected color
- Availability level — controls the tag availability on the boards
- Boards — the number of boards where the tag is applied.
- Settings — use the three-dot icon to edit, clone, replace*, disable, or delete this tag.
* Tag replacement: Sometimes, a tag you have created is not of use anymore or there are two similar tags. To keep your account environment clear, you have to maintain it accordingly. The easiest way would be to delete the tag, but then it will disappear from all cards it has been added to. With this option, you can "replace" a tag you no longer need with an existing one. The redundant tag will be deleted and the cards that had it will obtain the replacement tag.
How to Create a Tag?
To create a new Tag, click the New Tag link in the upper right corner of the panel. This will open a modal window where you can set up your tag as follows:
- Pick a color (1) for the tag.
- Enter the name (2) of the tag you create. It could be a text, number, etc.
- Select the boards (3) where the tag will be added to.
- Set the availability level (4) for this tag. Note that only Account Owners can control this setting. You can select from the following options:
- Оn-demand - When the tag gets created, every Workspace Manager could choose to add it to the boards they manage.
- Auto - When the Tag is created, it will be automatically added to all new boards. Workspace Managers could remove it only from the boards they manage.
- Global - When a Tag is created, it will be automatically added to all boards and cannot be removed.
How to Clone a Tag?
If you want to clone an existing card tag, you can do it from the three-dot menu next to each tag in the Tags tab. Clicking on Clone will open a modal window where the card tag information is already populated from the cloned card tag. You can make any changes and save the cloned version as a new card tag.
Note: If you do not change the name of the card tag, it will be saved with the original name + “copy” at the end to distinguish it from the original.
3. How to Manage Tags on a Board Level
You can access all tags added to a board from the Sidebar panel available on every board. Click on the three dots and select Tags from the menu that expands.
This will open a window with all tags added to the board. You can also choose to display all tags from the dropdown. Just toggle the switch to enable or disable a tag for the current board. You can use the panel to create a new tag or edit an existing one.
4. How to Add a Tag to a Card
There are two ways to add a tag to a card:
From the Card Details
To add a tag, open a card and locate the Tags field in the Card fields section. Click on the field and select the tag(s) you want from the dropdown list.
TIP: Users with the respective permissions can create a new tag when they input a value in the card Tag field and press Enter. This will automatically create the tag. It will be stored in the respective panels for further reuse.
From the Card Context Menu
Another way to add a tag is through the Context Menu in the closed card view. Click on the context menu icon (three dots) and select the tag icon. This will open a dropdown of the available tags where you can add and remove tags from the card.
5. How to Visualize Tags in the Closed Card/Initiative View
In Businessmap, you can customize the information that is displayed for cards and initiatives when they are closed. To configure how tags appear in the closed view, go to the Board Sidebar and click the Configure views icon.
You will see there is a separate setting for cards and initiatives. However, you have the same options:
- Icon — show the tags icon and the number of tags added to the card/initiative
- Row — display each tag and its value on a separate row.
- Off — don't show tags in the closed view.
6. Tags in Business Rules and the Advanced Search?
Similar to milestones, tags are available as filters and triggers in business rules, and you can also use them to run search reports in the advanced search.
For example, you can set up a rule to automatically add a certain tag if a card is moved to a specific location. Or, you can configure a rule to update the deadline of cards that have a specific tag (see image below).
In the Advanced Search, tags are available both as filters and in the results configuration menu. You can filter cards by certain tags, as well as update tags in bulk from the results table (if you have selected them from the Configure results menu). You can read more about updating multiple cards in the advanced search here.