Project/dept tag lists

The use of tagging allows users to categorize the following by applying tags:

• contract communications

• documents in the Tender Library

• documents in the Contract Library

This categorization provides better management and reporting capabilities.

Tag lists are set up and maintained by the Project Administrator. General users cannot modify or add to this list. This ensures tags are consistent which is conducive to meaningful reporting. As the tag list is set up at the project level, tags are available for all communications and relevant documents in the project. For each tag, the number of tenders and contracts which have documents and/or communications with that tag is displayed on the Maintain Tag Groups page.

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

Only the Project Administrator may modify the tag list.

Add a tag group to a project/dept

1. Open the navigation bar. If necessary, click the Manage tab.

2. From the Admin menu, select Project/Dept Maintenance.

   The Project/Dept Maintenance page is displayed.

3. Click the icon assigned to the project/dept to which you want to add a tag group.

   The Maintain Tag Group page is displayed.

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

   The Create Tag Group window is displayed.

5. 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.

6. Click Save.

   A confirmation message is displayed.

Add a tag list

7. Navigate to the Maintain Tag Group page.

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 will also be made throughout AVEVA Contract Risk Management in any tender or contract in which this tag has been applied. This may affect any views which use the tag name as filter criteria.

11. Navigate to the Maintain Tag Group page.

12. Click the icon for the tag you want to edit.

    The Edit Tag window is displayed.

13. 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.

14. Navigate to the Maintain Tag Group page.

15. Click the icon for the tag you want to delete.

    A warning message is displayed.

16. Click OK.

    A confirmation message is displayed.

View the associated tenders and contracts for a tag

You can see the tenders and contracts which have documents and/or communications that a specific tag is applied to; for example if you wish to delete a tag and need to know the documents it has to be removed from.

To view the associated tenders for a tag:

17. Navigate to the Maintain Tag Group page.

18. For the tag for which you want to see the tenders, click the number (if non-zero) in the Tenders with Tagged Items column.

    The Tenders Containing Items Tagged With page is displayed with details of the tenders which contain documents categorized with the tag.

    Column	Description
    Tender Reference	The reference ID of the tender.
    Tender Name	The name of the tender. Click the name to view the Tender home page if you have permission to do so.
    Tagged Item(s)	The types of items tagged in the tender.

To view the associated contracts for a tag:

19. Navigate to the Maintain Tag Group page.

20. For the tag for which you want to see the contracts, click the number (if non-zero) in the Contracts with Tagged Items column.

    The Contracts Containing Items Tagged With page is displayed with details of the contracts which contain documents and communications categorized with the tag.

    Column	Description
    Contract Reference	The reference ID of the contract.
    Contract Name	The name of the contract. Click the name to view the Contract home page if you have permission to do so.
    Contract Owner	Click the name to view their contact details, for example if you need to ask them to remove tags from a library document.
    Tagged Item(s)	The types of items tagged in the contract.