Introduction

How easy is it for you to set up operations for different users who belong to different departments?

Sounds a tedious task, huh!

Well, that can be made simpler and faster with the tagging of Users.


A #tag is a word or a phrase preceded by a hash mark (#), to identify a keyword and facilitate a search for it

Tags can be thought of like user groups on your application. You can arrange your users into these groups by assigning them the appropriate tags. This is a very useful method of creating and managing user permissions. Once a user has a tag, a link is created to their profile. Tags are nothing but a general naming convention or a combination of alphabets and numbers which is recognized all over the organization. It is extremely helpful when you need to find similar users.

Why Tagging is Needed?

The integration of tagging allows the application to easily categorize as well as classify information and also improve searching of information. Tagging users is a way to group or identify collections of users. It provides you with the ability to logically group and filters different users.

For example– you can create a ‘Supervisor’ tag and assign it to all the Supervisors within the organization. You can use this Tag in email reports module to send reports, to all the users who are tagged ‘Supervisors’.

Reasons to Use Tagging

  • Organizing Users: tagging makes life easier for administrators as they can quickly organize users and setup operations such as escalations and email reporting with little effort
  • Managing Permissions: with the ability to create tags it becomes possible to express entire organizational structure, covering designations, departments, and their relationships. This allows the creation of a hierarchy in parallel to the official one
  • Improved Flexibility: Tags have many names, categories, labels. They are flexible in the way they can be used
  • Improved Searching: created tags and applied tags can be used while filtering out the list to narrow the results to those that are relevant
  • Simple Sophistication: tags can simply be created and assigned to multiple users Afterwards, a number of operations can be added to provide more usability of the tags

We at PAZO have developed a User Tagging Feature for our wonderful clients and potential customers.

 

How do I create a Tag?

The Person who has Admin access can create, edit or manage the Tags. You can view all user tags, along with the details of how the tags are being used, if the description is available.

Creating and Managing a Tag:

    1. Click the Setup iconImage result for setting icon png ) in the Menu bar, then select User Tags ( Image result for users icon )
    2. In the section Add New Tag, give a Name preceded by # and description(optional) to your Tag
    3. Click Save Button
    4. Click the Edit iconImage result for edit icon ) present on each Row, to edit the name and description of already created Tags
    5. Click the Disable icon ( Image result for disable icon ) present on each Row, to disable an existing Tag. Disabling a Tag will un-tag all the users associated with that Tag.


 

How to Name a Tag?

The naming of a Tag plays a very crucial part and is generally done with respect to Users Permission.  This helps any naïve user to easily understand the role of that Tag. So, to make things simpler and avoid any confusions, we have set certain conditions while defining a tag name. These conditions are:

  • No special characters are allowed except underscore _ and hyphen –
  • Names cannot start with a Number, Underscore _ and hyphen –
  • Tag names should only contain small characters, even if a user enters block character, the system automatically changes it to small characters
  • A hash # symbol is added by default, which means a tag name should always start with a hash # symbol


Assigning Tags to Users

When a Tag has been created, it has to be applied to make it work. Therefore, assigning a Tag is necessary. You can assign the tags in various simple ways, such as:

  1. On Users Page, one way to assign Tags to multiple users together is through bulk operations i.e. Select Site – Select Users – Select Tags to be assigned and Save.
  2. The other way to assign a User Tags is by visiting the individual profile page of a user. On this page, you can search for created tags – Select a tag from the list – Click on the Tag name and Submit.


 

Use Cases in PAZO

There are various scenarios where a user who belongs to some other category can be tagged as something else and this contradiction of User tag and User Role creates a lot of confusion.

We have built an intelligent system, where the User Permissions are also checked for every tag. So, this doesn’t create a conflict.

For example-

A Field user in PAZO won’t receive a mail which a Site Admin or a Viewer is supposed to receive even if he/she has been tagged as #Siteadmin or #Viewer

The areas in the system that can be shaped by tags currently are:

1.Emails

Segment out who will get consolidated Email reports. Managing Site Status Emails and Consolidation Emails have become much easier & time-saving with the introduction of User Tagging. When you give tags in Email Setup, then based on the Tags, the respective Emails are sent to all those users who are associated with that particular Tag.

For example-

If you give #manager to Site Status Email, then the users with #manager and admin or viewer permissions will only receive that email. Suppose if a user has a #manager but he/she doesn’t have admin or viewer permissions then the email won’t be received.

Client Emails:

To receive Site Status Emails and Checklist Consolidated Reports on Emails:

      1. Click the Setup iconImage result for setting icon png ) in the Menu bar, then select Client Emails
      2. Search for User Tags in the search box using a # symbol, a list of suggested Tags will open up
      3. Click on the desired Tag
      4. Click Add to receive Site Status Emails and Checklist Consolidated Reports on Emails
      5. Click Save Settings

 

2. Site Emails:

To receive Site Status Emails, Checklist Schedule Status Emails, Issue Status Emails and Issue Escalation Emails:

      1. Click the Setup iconImage result for setting icon png ) in the Menu bar, then select Site Emails
      2. Select a Site for which you have to set up emails
      3. Choose from type of options available Site Status Emails, Checklist Schedule Status Emails, Issue Status Emails and Issue Escalation Emails
      4. Search for User Tags using a # symbol, a list of suggested Tags will open up
      5. Click on the desired Tag
      6. Select frequency as Daily, Weekly or Monthly
      7. Click Save Settings

3. Escalations

Setup your Escalations conditions to multiple users at once without giving each and every user email separately

For example:

Users with the #Department_Manager will receive Escalations Emails for their own department if a Checklist has been missed

Department Escalations

To receive Department Level Escalations:

      1. Click the Setup icon ( Image result for setting icon png ) in the Menu bar, then select Departments
      2. Select a Site & Department for which you have to set up Escalation Emails
      3. Navigate to the third Section to set-up Escalations
      4. Navigate to the Escalation Level type – 1st, 2nd or 3rd
      5. Search for User Tags using a # symbol, a list of suggested Tags will open up
      6. Click on the desired Tag
      7. Click Update

To Schedule Escalations:

      1. Click the Setup icon ( Image result for setting icon png ) in the Menu bar, then select Schedules
      2. Select a Site for which you have to set up Escalation Emails
      3. Navigate to a particular Schedule type, Daily Weekly, Monthly, Specific Time
      4. Navigate to the Escalation Level type – 1st, 2nd or 3rd
      5. Search for User Tags using a # symbol, a list of suggested Tags will open up
      6. Click on Save & Quit

Pro Tip- Suppose, a particular user leaves the organization and a new one replaces with the same permissions, in this case, you don’t need to set up all operations for the new user, rather you just have to Tag him with appropriate Tags.

P.S: Users without Tags can also be assigned escalation Emails, get reports and do a lot more things in PAZO.

Post Author: Abhishek

Business Analyst at PAZO. A Technology Enthusiast with over 2 Years of experience in IT Domain. Transforming Requirements into Successful Software Products through Learning, Understanding, Improving and Evolving!