The DMS filing structure is straightforward and kept simple for your convenience and to enable fast and efficient document searches. Users are strongly encouraged to use document Tags wherever possible and to add keywords to the document metadata via the properties panel.
Tagging is a process of applying a controlled vocabulary to files, which can then be searched to locate specific files.
New Tags are added via System>Lookups and may be administrator controlled.
It is important that Tag naming and use are implemented for the convenience of all users and you are encouraged to discuss the use of Tags with your colleagues within the Work Activity area that you are affiliated to.
Further organise and improve your document control and management with Tags and sub Tags.
DMS Folder/Tag Panel
- Tags - tags are listed in the left panel of the work area for the DMS and also whenever a document is to be saved.
- Sub Tags - tags can be used to further sort your files in a clear logical manner.
- Document number - lists the number of documents tagged.
Adding or Editing a Tag
Adding and editing a Tag is usually only available to your system administrator.
- Go to Lookups - System>Lookups>DMS>DMS Tags.
- Click [Create New] - + icon to open a new DMS Tag entry line.
- Parent - select from drop down list the parent tag, if any.
- Description - type in a description for your tag.
- Click [Save] - save your new Tag
- Click [Cancel] - to cancel the entry.
If you wish to edit a tag -
- Click [Edit] - to open the line entry and edit the Parent or the Description.
- Click [Delete] - to delete the tag. Confirmation is required. Note this is only available for user created tags.
For more information on Lookups refer to Lookups
Adding a Tag to a document
Refer to the article Tagging Documents for further information
- Click the highlighted document display icon to open the properties panel on the right hand side.
- Tags - in the tags filed select by ticking the choices from the list of available Tags tags to be applied. Multiple tags can be added to the document.
- Delete Tags using the X individually or collectively for multiple tags.
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