How do I add or create Reference Tags?

Issue

To add or create Reference Tags on documents, to add topics to documents

Environment

RLDatix Policy Editor

Resolution

Reference Tags are terms, numbers, phrases or any other representation to categorize and group similar documents for searching and reference through the PolicyStat search tool.

You can create reference tags for virtually any type of document grouping or category. Some additional examples of other reference tags are for document types such as Forms, Job Descriptions, Policies, SOP, Protocols, Procedures, Employee Handbook, Employee Orientation, etc.

Keep in mind that references created do not appear under the reference tab until a document assigned to a reference is fully approved and active.
 

Reference Tags are the default term for what could also be called service lines, regulatory, or any phrases to describe the grouping of documents or policies. Tags are applied inside the properties section of a draft version of a policy.  You can rename the Reference Tags labeling for an entire site if desired.
 

Reference Tags Disclaimers:

• Users with edit permissions can add or apply reference tags.
• Creating new or applying existing tags are applied on the draft version of a policy. Drafts can be created from an Active or Pending version.
• Adding reference tags modifies a policy's properties. For the change to take effect, it requires:
  • Completion of an Approval Workflow
  • An Administrative Override
  • A Bulk Administrative Override
• There is a 50 character limit for the name of each tag.
• Due to data consistency, separators may cause a tag to display with quotations.
  • When a tag contains characters like a comma or a space, the output file needs to be unambiguous as to if this is a single tag or two separate tags.

1. With the policy open, click Edit in the top toolbar.
   
   • Site Administrators can complete this action via an Override for Pending and Active documents by clicking the Override option in the toolbar.
2. Locate the References field in the Properties section. If tags already exist, start typing to apply those that already exist. If not, type the new tags in this box.
   
3. Click "Add tag"
   
4. Once the tags have been applied, provide a summary of the changes (1) then click Start Approval Process (2). If the tags are applied while the policy is currently pending through an Approval Workflow, the button may say Restart Approval Process.
   
5. Once the policy completes the Workflow, the tags will be applied.
   1. This can also be accomplished on Active policies by performing an Override and following step 2.

Creating Tags For Future Use

To create tags in advance so they are available for other users to assign them to future documents, create them following the steps above so they are created in the database and save the document, you can then remove them from the document you applied them to and they will remain available to be assigned to other documents.