Using Tags to categorize entities | Targetprocess - Visual management software

Using Tags to categorize entities

Product Owners and Project Managers deal with many functional requirements and smaller work items. Quite often they need a way to keep them categorized. It helps to find items for specific category quickly, track metrics and build reports per category. Targetprocess provides two ways to categorize information: with the help of Tags and Custom Fields. In this article we describe how to assign Tags to entities and how to work with them.

Tags are small pieces of text or icons. It is possible to specify tags for almost all entities in the system. See tags assigned to an entity on its detailed view in the Description tab.Using Tags to categorize entities. Image 1

Tags are the recommended way to categorize information in a free form. There are no any strict limits for them. List of allowed tags in the system is open and users introduce new tags whenever needed just at the time when they assign some not known yet tag to an entity. Any entity may have unlimited number of assigned tags.

To introduce more rigid categories with fixed list of options use Custom Fields of type Drop Down List or Multiple Selection List instead of Tags.

As a Product Owner or Project Manager you may have the following typical tasks:

  • Specify tags when adding new items
  • Review tags assigned to backlog items
  • Categorize entities: see them distributed by tags, change category for multiple entities
  • Quickly find all entities with specified tags
  • Build reports for entities based on specified tags

Specify tags when adding new items

To specify tags when a new entity is added press green Add & Open button on the Quick Add form. The popup with details of newly added item appears. In the Description tab, on its top, there are Add tag and Tags Cloud controls. Both can be used to assign tags for an entity, just in different manner.

Specify tags when adding new items

Add tag

Add tag control has input box where you type a tag. Autocompletion form suggests you to select one of the 7 recently added tags.

Besides text ones, Emoji tags (small icons) are also supported. Smile icon suggests you to assign one of the supported Emoji tags. Find an appropriate icon in the picker or type its emoji tag in the text lookup to narrow your search quickly.

Add tag

Tags Cloud

Click on the Tags Cloud to see the most used tags. Start typing in the text lookup to narrow your search quickly. Click on a tag to assign it to an opened item.

Tags Cloud

Review tags assigned to backlog items

Customize Cards on your view to show Tags assigned to work items.

Tags are supported as card units on Board and Timeline views.

Review tags assigned to backlog items

Tags can be displayed as column on List views.

Review tags assigned to backlog items. Image 6

In List views tags are editable. Click on tags to add or remove them.

Review tags assigned to backlog items. Image 7

Categorize entities

See entities distributed by tags

To view entities distributed by assigned Tags, create a new Board view with Tags selected as rows.

See entities distributed by tags

The List view mode is supported as well:

See entities distributed by tags. Image 9

A number of Filters can be applied to Tags as Lanes. Say, you can exclude first 'No Tags' row with a help of the following lane filter:

?it is not None

See entities distributed by tags. Image 10

Type a text pattern into the filter box to filter out only the Tags that contain that text in the names:

See entities distributed by tags. Image 11

Examples of Advanced Filters that can help you to work with Tags as lanes can be found here: Filters for Tags

Change category for multiple entities

Change category with context menu

On a Board view, select multiple cards (entities) and use the Change Tags action to add a Tag to all these entities.

Change category for multiple entities

  1. Select several cards on a Board view by dragging a rectangle over them with your mouse, or by clicking them one by one with the Ctrl / Cmd key pressed
  2. Right click on the selected cards and select the Change Tags action in the dropdown menu
  3. A window showing the already assigned Tags common to all the selected entities will appear
  4. Input the Tag you'd like to assign to all the selected cards and press the Add button
  5. Success! Previously assigned tags are preserved and the new Tag is added to all selected entities

Change category as batch action

On a Board view, select multiple cards (entities) and press Edit Selected Items button. Edit assigned tags in the batch edit panel.

batch select

More information: Batch Actions

Change category with drag-n-drop

Drag-n-drop action is supported. In Board view you can select as many cards as you want and move them across lanes to change assigned category. In List views you can move entities between categories one by one.

If you drag and drop the cards to the lane (row or column) representing a Tag, then Tags previously assigned to the cards are reset and replaced with the newly selected Tag.

More information: Drag-n-drop Cards in Batches

Change category with Import from CSV files

Import from CSV files is an advanced tool to assign categories to multiple work items alltogether. Tags column is supported for mapping by Import wizard.

More information: How to Import Entities with Assigned Tags

Quickly find all entities with specified tags

You may search by tags using special search pattern. Just type the filter and Targetprocess will show all entities with specified tag. Powerful Advanced Filters for Views and Visual Reports help to select, hide or highlight data by assigned Tags.

Quickly find all entities with specified tags

More information: Filters for Assigned Tags

Build reports for entities based on specified tags

It is possible to build advanced Visual Reports that display entities distributed per assigned category. We can calculate and display count of entities per assigned Tag in the system.

Build reports for entities based on specified tags

Besides count of records, many other data fields such as effort, time spent, cycle time, bugs count (for user stories) can be used for aggregation on vertical axis.

More information: Visual Reports based on Tags

Administration Tasks and Settings

Administrators of Targetprocess account can manage Tags in the system settings. You can apply the following actions to tags in the system: Add new Tags, Rename Tags, Merge Tags, Delete Tags.

More information: Manage Tags in System Settings

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