Manage tags on components
Overview¶
A tag is a short label you create and attach to one or more components, to group them by something a category does not already capture, such as a vendor, a building, or a replacement cycle. An Account Admin usually sets tags up, either for one property or for an entire Portfolio, and anyone with access to a component can then apply the tags already available to them.
Once applied, a tag shows up in the "Components" list and in several reports. Use this to later narrow either one down to just the components carrying that tag.
Setup¶
You need write access to Components to apply or remove a tag on a component. Without it, the "Tags" box on a component's detail page and the "Tags" column in the "Components" list show the tags already there, but neither one lets you change them.
Creating, renaming, or deleting a tag or a Tag Group needs write access to "Portfolio Analytics", a separate permission from "Components" access. Account Admin carries this access by default. With only view access to "Portfolio Analytics", the "Tags" page shows the tags on the property, but none of the controls to add, edit, or delete them. A message on the page tells you to contact your account administrator instead. Without any access to "Portfolio Analytics", the "Tags" page and the "Manage Tags" link next to a component's "Tags" box are not available to you at all.
Tags and Tag Groups exist at two levels. A property's own tags are created from that property's "Tags" page, reached by selecting "Manage Tags" next to the "Tags" box on a component's detail page. A Portfolio's tags are created from "Portfolio Settings", on the "Tagging" tab, and are available automatically to every property in the Portfolio. A tag created at the Portfolio level shows a lock icon wherever it appears on a property. You can rename or remove it only from "Portfolio Settings", never from the property itself.
An Account Admin can turn off a property's ability to create its own tags, from the same "Tagging" tab in "Portfolio Settings". With this turned off, a property's "Tags" page shows a notice that your Portfolio Administrator has disabled tag management for that property. "Add Tag" and "Add Tag Group" are disabled there for everyone, including an Account Admin viewing that property. Tags already on the property keep working as before. Portfolio-level tags are not affected.
How-to¶
Create a Tag Group¶
Tag Groups are optional. Use one to cluster related tags together, such as every tag for a particular vendor or wing of the property.
Open a component's detail page, then select "Manage Tags" next to the "Tags" box in the right column. This opens the "Tags" page.
Select "Add Tag Group". This opens the "Add Tag Group" window.
Enter a name, then select "Save". The name must be different from every other Tag Group already on the property or on the Portfolio. If it is not, "Tag Group name must be unique" appears under the field. Correct the name to turn "Save" on. The new Tag Group appears in the list with no tags under it yet.
Create a tag¶
On the "Tags" page, select "Add Tag". This opens the "Add Tag" window.
Enter a name. If the tag should belong to a Tag Group, choose one from the "Tag Group" dropdown. Leaving it on its default keeps the tag ungrouped. Ungrouped tags appear together under that heading in the list.
Select "Save". The tag name must be different from every other tag already on the property or on the Portfolio. If it is not, "Tag name must be unique" appears under the field. Correct the name to turn "Save" on.
To start a new tag already assigned to a group, select the add icon on that Tag Group's row instead of "Add Tag". The same window opens with that Tag Group already chosen.
Apply a tag to a component¶
Open the component's detail page, then select the "Tags" box in the right column. This opens a list of the tags available on the property, including any created at the Portfolio level.
Select a tag to apply it. The tag appears as a chip on the component immediately.
To take a tag off the component, select the remove icon on its chip.
You can do the same thing from the "Components" list. The "Tags" column is not shown by default. Select the column chooser icon in the list's toolbar, then turn "Tags" on. Select a cell in that column for the component you want. This opens the same list of tags, already expanded. Choose or remove tags there. The change saves on its own, with no separate save step.
Apply tags to several components at once¶
On the "Components" list, select the checkboxes for the components you want to tag. A toolbar appears at the bottom of the screen, showing how many components are selected.
Select "Edit". This opens the "Edit Components" window.
Under "Tags", choose one or more tags, then select "Save". SmartProperty adds the tags you chose to every selected component. Any tag already on a component is not removed or replaced.
Rename a tag or a Tag Group¶
On the "Tags" page, select the ellipsis on a tag's chip, then select "Edit". This opens the "Edit Tag" window, with the current name and Tag Group already filled in. Change what you need, then select "Save". The new name takes effect everywhere the tag is already applied. You do not need to reapply it to any component.
To rename a Tag Group, select the edit icon on its row instead. This opens the "Edit Tag Group" window. A Tag Group created at the Portfolio level shows a lock icon instead of an edit icon on the property's "Tags" page. You can rename it only from Portfolio Settings.
Remove a tag or a Tag Group¶
Select the ellipsis on a tag's chip, then select "Delete". This opens a confirmation showing how many components currently carry the tag. Select "Remove". The tag comes off every one of those components. The tag no longer appears in the "Components" list or in any report filter.
To remove a whole Tag Group, select the delete icon on its row instead. The confirmation lists every tag inside the group and how many components carry each one. Removing the group deletes every tag inside it. Every component that had one of those tags loses it too. There is no way to remove a Tag Group without also removing its tags.
Removing a tag created at the Portfolio level removes it from every property in the Portfolio where it was applied, not only the property you are viewing.
Filter by tag¶
On the "Components" list, select the filter icon in the "Tags" column header. Choose a whole Tag Group to show every component carrying any tag inside it, or expand the group to choose individual tags instead. The list narrows to components carrying at least one of your selections.
On a report that includes components, such as "Component Inventory", "Anticipated Expenditures", "Percent Funded Analysis", or "Component Photos and Details", select "Filters", then choose one or more tags under "By Tag" alongside any other filters you want. The report updates to the matching components.
Reference¶
Fields¶
Tag Name. Required. Must be unique among the tags already on the property and on the Portfolio.
Tag Group (on a tag). Optional. Places the tag under a heading on the Tags page, in the Components list, and in report filters. Ungrouped is not an actual Tag Group. You cannot rename or remove it. Tags with no Tag Group chosen appear there automatically.
Tag Group Name. Required. Must be unique among the Tag Groups already on the property and on the Portfolio.
A tag or a Tag Group belongs to either a property or the Portfolio, never both. A property's tag can only be placed in one of that property's own Tag Groups, and a Portfolio tag can only be placed in one of the Portfolio's Tag Groups.
Where tags show up¶
The "Tags" box on a component's detail page.
The "Tags" column on the "Components" list, hidden by default and turned on from the column chooser.
The "Edit Components" window, used to apply tags to several components at once.
The "Filters" panel on the "Component Inventory", "Anticipated Expenditures", "Percent Funded Analysis", and "Component Photos and Details" reports.
Troubleshooting¶
If "Add Tag" and "Add Tag Group" are missing from the "Tags" page entirely, you do not have write access to "Portfolio Analytics". The page instead tells you to contact your account administrator.
If "Add Tag" and "Add Tag Group" are there but greyed out, your Portfolio Administrator has turned off tag creation for this property. Create the tag from "Portfolio Settings" instead, or ask your Portfolio Administrator to turn property tag creation back on.
If "Save" will not turn on while you are editing a tag or a Tag Group, you have not changed anything yet. Change the name or the Tag Group, and Save becomes available.
If you can see tags on a component but cannot add or remove them, you have view access to "Components" rather than write access.
If you expect a tag and do not see it, check whether it was created at the Portfolio level rather than on this property, or ask whoever manages tags on your account.
Tags belong to the component, not to a fiscal year. A tag you add to a component also shows on that component in a planning year, with no need to apply it again.