How do I add Reference Tags - Legacy Interface

Issue/Objective

To understand how to add Reference Tags to a policy / document.

Environment

Legacy PolicyStat interface

Procedure/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 full 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 Policy Properties menu, which is a part of a draft version of a policy.
 

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 to any tags

1. With the policy open, click the Edit link from the blue bar.
   
   Site Administrators can complete this action via an Override by clicking the Override link on the blue bar.
2. With the Editor open, switch to the Properties tab.
3. Locate the section titled References*. If tags already exist, start typing to apply those that already exist. If not, type the new tags in this box.
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.

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, then you can remove them and they will remain available to be assigned to other documents.