SugarCRM SupportProduct GuidesSugar Versions10.010.0 ProfessionalSugar Professional 10.0 Administration GuideTag Management

Tag Management

Overview

Tags are user-created keywords or phrases that can help users find, group, and classify large amounts of data by common attributes that may not be defined via basic database fields. Sugar® stores tags as individual records in the Tags module. Modules using the Sidecar user interface (e.g. Accounts, Contacts, etc.) contain a Tags field where users can create and share tags that can be used to identify records in filters, dashlets, and reports. For a list of sidecar modules, please refer to the User Interface documentation in the Application Guide.

While tags can be created and used by regular Sugar users, some actions in the Tags module are only available to administrators and users with developer-level role access. This documentation will cover these administration options which allow you to manage the system-wide tag repository. For information about tag functionality which is available to regular users, please refer to the Tags documentation in the Application Guide. For instructions concerning views and actions which are common across most Sugar modules, such as creating, editing, and deleting tags, please refer to the Working With Tags section of this page.

Note: The Tags module is not configurable in Studio.

Understanding Tag Behavior

The act of relating a tag to a Sugar record is referred to as "tagging". By default, modules using the Sidecar user interface (e.g. Contacts, Leads, Accounts, etc.) are enabled for tagging and include the Tags field in the layout. Tags can be related to multiple records across any sidecar module, so a single tag can appear on multiple records. Likewise, a single record can have multiple tags. Unlike other Sugar modules, users can see all tag records regardless of their team memberships. Additionally, users will be able to edit Tag fields to add existing tags or create new tags regardless of any role restrictions their user has for the Tags module.

Please note that only administrators and users with developer-level role access may create, edit, merge, and delete tags in the Tags module. To assign a Tags Administrator role to a Sugar user, please refer to the Creating a Tags Administrator section of this page.

Note: While the "Find Duplicates" functionality is disabled for all users of the Tags module, users with administrator access to the Tags module can find and merge duplicate tag records via list view. For more information on merging records, refer to the User Interface documentation.

For more information on tag usage guidelines and interacting with tags in Sugar, please refer to the Tags documentation in the Application Guide.

Tag Fields

The Tags module contains a number of stock fields that come out-of-the-box with Sugar. For information on using and and editing various field types, refer to the User Interface documentation. The definitions below are suggested meanings for the fields, but the fields can be leveraged differently to best meet your organization's needs.

Field Description
Name The name or designation of the tag
Assigned To The Sugar user assigned to the tag record
Date Created The date the tag record was created
Date Modified The date the tag record was last modified
Description A description or other information about the tag

Working With Tags

The following links will open specific sections of the User Interface documentation where you can read about views and actions that are common across most Sidecar modules. The sections following this Working With Tags section describe Tags-specific behaviors and functionality. 

Content Link Description
Creating Tags
    Basic Tag Creation
    Importing Tags

The Creating Records section covers the various methods of creating new tag records, including via the Create button in the Tags module and importing a list of tags into Sugar using a .csv spreadsheet.

Viewing Tags
    Viewing via List View
    Viewing via Record View
    Viewing via Recently Viewed
    Viewing via Dashlets    
    Viewing via Preview
    Viewing via Reports

The Viewing Records section describes the various methods of viewing tag records, including via the Tags list view and record view, the Recently Viewed menu in the Tags module tab, list view dashlets showing tag information, previewing tags in the right hand side panel, and reports displaying tag data.

Searching for Tags
    List View Search
        Creating a Filter
        Saving a Filter

The Searching for Records section provides an introduction to list view search, which searches and filters within the Tags module.
Note: For information on using tags as global search filters, please refer to the Tags documentation in the Application Guide. 

Tags List View
    Total Record Count
    Create Button
    List View Search
    Checkbox Selection
    Mass Actions Menu
    Favorite Designation
    Column Reordering
    Column Resizing
    Column Sorting
    Column Selection
    Preview
    Record Actions Menu
    More Tags
    Dashboards
The List View section walks through the many elements of the Tags List View layout which contains a filterable list of all tag records in Sugar. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the Tags list view are described in the List View Mass Actions Menu and List View Record Actions Menu sections of this page.
Tags Record View
    Favorite Designation
    Next or Previous Record
    Actions Menu
    Subpanels
        Related Record Subpanels
        Filtering Subpanels
        Reordering Subpanels
    Dashboards
The Record View section walks through the many elements of the Tags Record View layout which contains detailed information about a single tag record. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the Tags record view are described in the Record View Actions Menu section of this page.  
Editing Tags
    Editing Inline via Record View
    Editing via Record View    
    Editing Inline via List View    
    Mass Editing via List View

The Editing Records section describes the various methods of editing existing tag records, including inline via the Tags record view, in full edit mode on the record view, inline via the Tags list view, and via the Mass Update option on the list view.
Note: If the tag's name is edited, all records related to the tag will automatically display the updated tag value.

Deleting Tags
    Deleting via Record View
    Deleting via List View
    Mass Deleting via List View
The Deleting Records section describes the various methods of deleting unwanted tags, including via the Tags record view, an individual record's Actions menu on the Tags list view, and the Mass Actions menu on the list view.
Exporting Tags The Exporting Records section provides an introduction to the export functionality which allows you to download a list of tags and all their data as a .csv file for use outside of Sugar (e.g. in Microsoft Excel).
Merging Tags
    Merging via List View

The Merging Records section provides instructions for merging duplicate tags which will combine field values and related records into a single tag.
Note: Date Created and Date Modified field types are not supported when merging duplicate Tag records in Sugar.

Viewing Tag Audit Logs

The Viewing Record Audit Logs section describes the View Audit Log record view option which displays a history of changes to the tag's audited fields.
Note: Only the Assigned User Id field is audited for the Tags module and will be displayed in the audit log.

Favoriting Tags
    Favoriting via List View
    Favoriting via Record View
The Favoriting Records section describes the various methods of marking tags as favorites, including via the Tags list view or Tags record view. Favoriting a tag allows you to easily access it from list views, dashlets, or the Tags module tab.
Sharing Tags The Sharing Records section provides instructions for the Share record view option which composes an email with a link to the tag record. If the recipient is logged into Sugar, clicking the link will bring them directly to the tag's record view.

Tag Menus

The Tags module contains various options and functionality which are available via menus in the module tab, list view, and record view. The following sections present each menu and its options with links to more information about each option in the User Interface documentation or, for Tags-specific functionality, within this page.

Module Tab Menus

The Tags module tab is typically found by clicking the arrow to the right of the navigation bar tabs at the top of any Sugar screen. The additional modules will appear on the list and you can click "Tags" to access the list view. Once the Tags module tab displays on the navigation bar, you can click the triangle within the tab to display the Actions, Recently Viewed, and Favorites menu. The Actions menu allows you to perform important actions within the module. The Recently Viewed menu displays the list of tags you most recently viewed. The Favorites menu displays the list of tags you most recently marked as favorites.
711-tab-menu

The module tab's Actions menu allows you to perform the following operations:

Menu Item Description
Create Tag Opens the record view layout to create a new tag
View Tags Opens the list view layout to search and display tags
Import Tags Opens the import wizard to create or update tags using external data

If you do not see the Tags module tab in Sugar, please check the following:

  • The Tags module may be marked as hidden in your user preferences which will prevent the module tab from being displayed. Navigate to your user profile (upper right of Sugar), click the Advanced tab, and check the Layout Options section. If you see the Tags module in the Hide Modules list, simply move it to the Display Modules list and save. For more information on hiding and displaying modules, please refer to the Layout Options section of the Getting Started documentation in the Application Guide.
  • The Tags module may be disabled for your entire Sugar instance. Enable the Tags module and add the Tags field to related module layouts. For more information on displaying and hiding modules throughout Sugar, please refer to the Developer Tools documentation.

List View Menus

The Tags list view displays all tag records and allows for searching and filtering to locate specific tags. You can view the basic details of each record within the field columns of the list view or click a tag's name to open the record view. To access a module's list view, simply click the module's tab in the navigation bar at the top of any Sugar page.

List View Mass Actions Menu

The Mass Actions menu to the right of the checkbox option in the list header allows you to perform mass actions on all currently selected records. You can use the checkbox on each record's row to select individual tag records or click the checkbox in the list header to select all records displayed on the current set of list view results.
711-tabs-mass-actions

The Mass Actions menu allows you to perform the following operations:

Menu Item Description
Mass Update Mass update one or more tags at a time
Merge Merge two or more duplicate tags
Delete Delete one or more tags at a time
Export Export one or more tags to a CSV file

Note: While the "Find Duplicates" functionality is disabled for all users of the Tags module, users with administrator access to the Tags module can find and merge duplicate tag records via list view. For more information on merging records, refer to the User Interface documentation.

List View Record Actions Menu

The Record Actions menu to the far right of each record's row allows you to perform actions on the individual tag directly from the list view.
711-tags-lv-actions

The options in the Record Actions menu allow you to perform the following operations:

Menu Item Description
Preview Preview this tag in the intelligence pane
Edit Edit this tag
Delete Delete this tag

Record View Actions Menu

The Tags record view displays a single tag in full detail including its relevant fields and subpanels of related records. To access a tag's record view, simply click a hyperlinked tag name from the Tags list view, Tags list view dashlet, or from report results. The record view's Actions menu appears on the top right of the page and allows you to perform various operations on the current record.
711-tags-rv-menu

The Actions menu allows you to perform the following operations:

Menu Item Description
Edit Edit this tag
Share Share a link to this tag via email
View Audit Log View a record of changes to this tag
Delete Delete this tag

Consolidating Synonymous Tags

Sugar prohibits users from saving duplicate tag records, but with many users working in and importing new records to Sugar, it is possible for synonymous tag records (e.g. computer and computers) to accidentally occur in the system.

Before creating a new tag record, a good practice is to first check that a similar tag does not already exist in Sugar. You can locate candidates for cleanup using the list view search from the Tags list view. Searching for tags with similar names or other information can turn search into a powerful, duplicate-finding tool. If synonymous tag records are detected, perform a merge as described in the User Interface documentation.

Note: While the "Find Duplicates" functionality is disabled for all users of the Tags module, users with administrator access to the Tags module can find and merge duplicate tag records via list view.

Creating a Tags Administrator

By default, only administrator or developer users have the ability to create, edit, delete, and merge tags in the Tags module. It may be helpful to delegate these administrative tasks to one or more designated user(s) without giving them full administrative permissions in Sugar.

Use the following steps to create a Tags Administrator role:

  1. Navigate to Admin > Role Management.
  2. Click the triangle in the Roles module tab and select "Create Role".
    711-create-role 
  3. Enter a name (e.g. Tags Administrator) for the role then click "Save".
  4. On the Role Chart screen, click "Tags" in the module's list to the far left of the page.
    tags-mod-roles
  5. The following screen will display the role settings specific to the Tags module. The Access and Access Type columns will default to "Not Set". Click the "Not Set" in both columns and select the following options::
    • Access : Enabled
    • Access Type : Admin
    Note: All other role settings can remain as "Not Set" since the Admin access type will ensure full access to the remaining options.
    role-settings
  6. Click "Save" to preserve the changes.
  7. Scroll to the Users subpanel on the bottom of the screen and click "Select User". Search and select the user(s) you wish to assign this role to.
    select-user
  8. After selecting the user(s), navigate to the user's profile to view their access information via the Access tab. Confirm that the Tags Administrator role is displayed in the Roles subpanel and the Tag module's access is set to "Admin".

tag-admin-user

Any user assigned to the Tags Administrator role will have the ability to access increased functionality such as creating, editing, deleting, and merging records in the Tags module. For more information on creating roles, please refer to the Role Management documentation.

Last modified: 2020-02-04 00:12:57