Tags and files

Tags

A tag is the quickest way to group records and make them stand out in lists: Critical equipment, Under warranty, Code-required inspection, Contracted service; for people Mechanical, Electrical, First aid certified; for partners Service contractor, Inspection body.

Who can do this?

• Permission needed: Organization › Tags (Add)
• Usually: People with the Organization Admin permission

Your permission is computed from the assignments made to you and your teams. How?

Creating a tag

1. In Organization › Tags click Create Tag.

2. Enter a Title, a Color and a Description.

3. Choose the Tag Type — where the tag can be used:

   Type	Where it can be used
   All	Everywhere
   Facility, System, Equipment, Sub-Equipment	Only on inventory of that level
   Inventory	On every inventory level
   Identity	Employees, teams and expert companies
   Form	Forms

4. Tick Hidden if only certain people should see the tag (e.g. Energy monitoring for internal use). Hidden tags are shown only to people whose permission includes viewing hidden tags.

5. Click Save.

You add a tag in the Tags field of a record's form or, for people and companies, in the Edit Permission window.

Files

Every location, system and piece of equipment has a Files tab: drawings, manuals, warranty certificates, inspection reports… Use Organization › Files for organization-wide documents.

• Upload with the Upload button or by dragging files in; you can create folders.
• The upload progress is shown in the upload panel in the corner of the screen.
• When you create a work order or a recurring work order, Select File from Inventory attaches these files to it.

A file stays with the inventory it was uploaded to: you can rename, move or delete files only within that inventory's Files tab, and only if your permission there includes files. Who can open a file follows the same permissions as the inventory itself.