Contract tag lists

The use of tagging allows users to categorize communications and documents in the contract library, providing better management and reporting capabilities.

Tags can be created on the Maintain Tag Groups page for a contract, and can also be created ad hoc when creating or editing a communication (see Communication tags) or tagging a library document.

For each tag, the number of communications and documents with that tag is displayed on the Maintain Tag Groups page.

Users with the following contract roles can add and edit tag groups and tags:

• Contract Owner

• Contract Budget Holder (tags only)

• Contract Requestor (tags only)

• Contract Administrator

• Contract Process Owner

• Company Representative

Add a tag group to a contract

1. Navigate to the home page of the contract.

2. Click and select Manage Tags from the menu.

   The Maintain Tag Groups page is displayed.

3. Click and select Create Tag Group from the menu.

   The Create Tag Group window is displayed.

4. Enter a name for the tag group in the Name field.

   Note If a tag from this group is used to tag a document or communication, the tag group will be displayed in the corresponding library or communication register as a column header.

5. Click Save.

   A confirmation message is displayed.

Add a tag list

6. Navigate to the home page of the contract.

7. Click and select Manage Tags from the menu.

   The Maintain Tag Groups page is displayed.

8. Click the drop-down arrow for the name of the tag group and select Create Tags from the menu.

   The Create Tags window is displayed.

9. Enter tags in the Name field. You can add single or multiple tags in this field. To add multiple tags enter each tag on a separate line using the Enter key. You can also copy and paste a list of tags from Microsoft Excel.(In Microsoft Excel, tags must be in separate cells in a vertical list).

10. Click Save.

    A confirmation message is displayed.

Edit tags

Note Any modifications made to the tag may affect any views which use the tag name as filter criteria.

11. Navigate to the home page of the contract.

12. Click and select Manage Tags from the menu.

    The Maintain Tag Groups page is displayed.

13. Click the icon assigned to the Tag you want to edit.

    The Edit Tag window is displayed.

14. Edit the tag name as required and click Save.

    A confirmation message is displayed.

Delete tags

You cannot delete a tag which is applied to a communication or document.

15. Navigate to the home page of the contract.

16. Click and select Manage Tags from the menu.

    The Maintain Tag Groups page is displayed.

17. Click the icon assigned to the tag you want to delete.

    A warning message is displayed.

18. Click OK.

    A confirmation message is displayed.

View the associated communications and documents for a Tag

You can see the communications and documents in the contract that a specific tag is applied to; for example if you wish to delete a tag and need to know the communications it has to be removed from.

To view the associated communications for a tag:

19. Navigate to the home page of the contract.

20. Click and select Manage Tags from the menu.

    The Maintain Tag Groups page is displayed.

21. For the tag you want to see the communications, click the number (if non-zero) in the Tagged Communications column.

    The Communications Tagged With page is displayed with details of the contract and a list of all communications categorized with the tag.

22. Click the title of a communication to view the Communication Details page.

To view the associated documents for a tag:

23. Navigate to the home page of the contract.

24. Click and select Manage Tags from the menu.

    The Maintain Tag Groups page is displayed.

25. For the tag you want to see the documents, click the number (if non-zero) in the Tagged Files column.

    The Files Tagged With page is displayed with details of the contract and a list of all documents categorized with the tag.

26. Click the title of a document to view the File Details page.