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Advantages of tags

Specific advantages you gain by using tags:
1. Quick retrieval
Instead of navigating through nested folders, you can use a tag to immediately find all relevant data records—whether documents, orders, samples, or training courses. Clicking on “2025 Spring Release” shows you everything related to this project.
2. Multiple assignments
A file or order can belong to several topics. Example: An order can have the tags “17025” (quality standard), “2025 Spring Release” (project), and “PCR Tests” (test type) at the same time. In a classic folder structure, you would probably have to choose one storage location.
3. Linking different data types
You can see all related information at a glance: Which customers, orders, documents, training courses, and test equipment belong to a specific topic? This overview would be virtually impossible with separate systems.
4. Flexibility when changes occur
Project structures change? No problem—just add new tags or rearrange data records.
5. Efficient collaboration
Your team can find information using different search criteria: the quality manager searches for “17025,” the project manager for “2025 Spring Release,” the technician for “PCR Tests” – and everyone finds the same relevant information.
6. Compliance and traceability
Particularly important in regulated environments: you can prove which documents, training courses, and test equipment belong to a specific standard or audit.

You can find tag management under: Navigation bar → Settings → Tags

Overview of tag management

Tag table

All tags you have created are displayed in the tag table.
Each tag has its own row in the table.
Each row shows (from left to right):

• Checkbox: for multiple selection for collective operations (merge tags)
• Tag: The unique tag names. Displayed in the color you have assigned.
• Links: Overview of data types with this tag, with the number of linked data records.
• Action buttons: Edit/delete tag

The main functions of tag management are:

• Central management of all tags
• Each tag can be linked to different data records across modules
• Clear display of all links per tag
• Edit and delete functions for each tag
• Merging tags

All functions are described in detail below.

Tag management functions

Add new tags

• Click on the green “+ Add tag” button in the top right corner to create a new tag.
• Assign a name and color to characterize the tag.
• Note: The “Name” field must be unique. Otherwise, an error message will appear and the tag cannot be saved.

Editing existing tags

• Each tag in the list has its own edit button.
• Click on the orange button with the pencil icon on the right-hand side of the respective tag row.
• Adjust the name/color of the existing tag.

Deleting tags

• Click on the button with the red trash can icon on the right-hand side of the respective tag row.
• Confirm that you want to delete this tag and all associated links.

Search function

• Use the search field at the top left to search for specific tags.

Merge tags

• Select the checkbox to the right of the tags you want to merge.
• Then click on the gray button Merge tags at the bottom left of the table.
• In the next view, select the tag to which all listed tags should be merged.
• Note: All linked records will be assigned the selected tag. All other tags will be permanently deleted.

Links

• If you want to know which records are linked to a tag, click directly on the tag.

• You will then see all records linked to this tag.

• If you want to know which records of a specific data type, e.g., which files, are linked to a tag, click on the blue name of the data type in the tag row.
  The number next to each data type shows how many records are linked to that tag. This helps you assess the importance and usage of a tag.

• You will then see which files are involved in detail.

Linkable modules/data types:

The following modules/data types can be linked to each other via tags:

• Hourly entries
• Files and documents
• Samples
• Orders
• Customers
• Offers
• Notes
• Evaluations
• Change requests
• Import interfaces
• ELN - Electronic Lab Notebooks
• Materials (quality management)
• Training courses (quality management)
• Test equipment (quality management)
• Qualifications (quality management)
• 8D reports (quality management)
• ...

Common use cases

Project tracking: Use project names to bundle all project-related data.
Compliance: Use standards such as “17025” for quality-related entries.
Categorization: Group by test activities, e.g., “PCR.”
Time organization: Use year/season identifiers for time allocation.

There is a user call on this topic:
User call: April 2024