Overview
Custom tags can be used to organize, search, and track information in specific tasks across your locations.
This article covers how to use custom tags, how to create and configure their settings, how to add them to tasks, and how to use them in reporting.
Table of Contents
How to Use Custom Tags
Custom tags can be used in many different ways to meet your organization's unique needs.
Some examples of how to use custom tags include:
Grouping tasks for detailed reporting & filtering by tags in custom dashboards
Associating tasks with an account or billing code for financial reporting
Creating Tags & Configuring Their Settings
Only Super Users can create new custom tags and configure their settings.
Creating New Custom Tags
Creating New Custom Tags
Open any task. Then, click "Add Tags."
From the dropdown menu, click "Create Tag."
In the new window, name the tag and click “Submit.”
Configuring Tag Settings
Configuring Tag Settings
You can customize a custom tag's settings to trigger email notifications, change a task's priority, or remove other tags when a tag is added.
To set up these settings, click “Add Tags.” In the dropdown, click the pencil icon next to a tag to edit the settings associated with that tag.
In the new window, you can configure the tag's settings.
Expand the sections below to learn more.
Triggering Email Notifications Based on a Tag
Triggering Email Notifications Based on a Tag
From the tag's settings, you can trigger the following email notifications:
"Send a Notification when a Task gains this Custom Tag" will notify user(s) when the tag is added to a task.
"Send a Notification when a Task loses this Custom Tag" will notify user(s) when the tag is removed from a task.
"Send a Notification when a Task with this Custom Tag is completed" will notify user(s) when a task is completed with the tag.
Click the check box next to the desired notification to enable it.
In the new text box, enter the emails of the user(s) you want to notify.
To add multiple users, include a semicolon and space between each email. For example: rachel@limble.com;_christy@limble.com;_etc.
Exit the window to save your changes.
Changing Task Priority Based on a Tag
Changing Task Priority Based on a Tag
You can automate a change a task's priority based on a custom tag.
"Change Task Priority when that Task gains this Custom Tag" will update the task priority when the tag is added to a task.
"Change Task Priority when that Task loses this Custom Tag" will update the task priority when the tag is removed from a task.
Click the check box next to the desired setting to enable it.
From the dropdown, select the desired priority.
Exit the window to save your changes.
Removing Other Tags when a Tag is Added
Removing Other Tags when a Tag is Added
Enabling "Remove other Tags when that Task gains this Custom Tag" will remove selected tags when the tag is added to the same task.
Click the check box next to the setting.
Click "Pick Tags."
Then from the dropdown, click the check box next to the tags you want to remove from a task when this tag is added.
Exit the window to save your changes.
Adding Tags to Tasks
Users with permission #173 'Tag a Task with a Custom Tag' can add tags to tasks.
Open the task you want to add a tag to. Click "Add Tags," then select the desired tag from the dropdown.
The tag will appear in the description section.
Adding & Removing Tags Using Dropdown Instructions
Adding & Removing Tags Using Dropdown Instructions
You can also trigger the removal or addition of a custom tag in a dropdown instruction.
This can be useful to automate tag changes based on a user's response.
In an open task, scroll down and click “Edit.”
In the new screen, click "Add Instruction."
In the pop-up, click "Dropdown List" and "Select."
You will see your new dropdown instruction appear. Add instruction text, then click the green plus icon to add a subinstruction.
Add subinstruction text, then click the gear icon below it.
In the pop-up, you'll have the option to:
Add custom tags when the task is completed or the instruction option is selected.
Remove custom tags when the task is completed or the instruction option is selected.
Next to the desired setting, click to choose when the addition or removal of the tag(s) will happen.
Then, click "Pick Custom Tag" and select the desired tag(s) from the dropdown.
Exit the window.
Click "Continue" to preview the task, or click anywhere outside of the task window to save and exit.
Adding Tags to Work Requests
Adding Tags to Work Requests
You can allow requesters to add tags to work requests by enabling a setting in the portal.
Go to the Setup and Configure Work Requests page from the navigation menu. Click the pencil icon next to the desired location.
Scroll down to Advanced Settings. Choose to show "Tag this request (With a Custom Tag)" to give requesters the option to add a tag to the work request.
You can also add a hint to help requesters choose the correct tag.
If you enable tags, it will look like this in the work request form:
If you want to add tags without giving requesters the ability to do it themselves, you can trigger tags based on a requester's response in a custom dropdown.
Advanced Filtering with Tags in Custom Dashboards
You can group tasks by tag for reporting within your custom dashboards in Limble.
From the Custom Dashboards page, click "Add Widget."
In the new window, enter a name for your widget.
For the "I want" filter, select "Tasks." For the "That are" filter, click "Select All" (or the desired task types.)
Scroll down. For the "Status of" filter, click "Select All" (or the desired task statuses).
For "With a Created Date," select "Last 30 Days" (or the desired timeframe).
Scroll down. For the "Displaying the following information" filter, select "Tasks."
Scroll down. For "Filtered with Advanced Filters?" select "Yes."
In the new settings that appear, select "Tasks with the following Custom Tags."
Click "Pick Custom Tag," and from the dropdown menu, select your desired tag(s). Then, click "Add."
You will see your new widget on your dashboard!
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