Overview
Add Tags to Staff, Student or Customer records to enable more complex filtering on record lists and custom reports.
Article Sections
- Permissions for Tags
- Tag Lists
- Create and/or Add a tag to a single record
- Add Tag
- Add or Remove a Tag in bulk for Multiple Records
- Filter by one Tag or Multiple Tags
- Filter Invoice and Payment Tabs by Customer Tags
- Admins - Delete, Remove from all or Rename Tags
- Admins - Set Tag Permissions
- Tags in Custom Reports
- Tags in Field Mapped Imports
- Tags in WebForms
Permissions for Tags
Only Admins, Coordinators and Lead Teachers can create, add or remove Tags..
Only Admins, Coordinators and Lead Teachers can filter by tags.
Tutors can view tags in Student Records if set to Visible or Read Only in permission group.
Tag Lists
The Tag lists for Customers, Staff and Students are different and separate.
Create and/or Add a tag to a single record
1. Open the record and view the top to see if there are any existing tags. If there are Tags, these will show automatically at the top of the record.
When viewed via TutorPlace the tags sit at the bottom of the first column of information.
Add Tag
2. To add a tag press the pencil in the tag area. Your cursor will flash in the active field.
3. Start typing your Tag name. If it's in the list of Tags already, then the list will filter as you type and you may select the required Tag. If it's a new Tag then Admins may type the new Tag name and press the red text to create.
4. If you select Create, the new Tag will be added to the list in green.
Add or Remove a Tag in bulk for Multiple Records
5. On the main list for either Staff, Students or Customers via People or Private Invoicing, check off the records that are to have a new tag or have a tag removed.
6. This will activate the Actions menu and you can select Add Tags or Remove Tags as required and a popup will open.
7. Add or remove Tags as required. New Tags may also be created by Admins with this function.
Filter by one Tag or Multiple Tags
8. On the record list press the Tag Icon.
9. The Tag filtering area will open.
10. Place your cursor in the box and select or search the Tag you wish to filter by and the list will filter.
11. Add another Tag and the list will filter to those records that have BOTH Tags.
Filter to Records with No Tags
12. On the Staff, Student or People - Customer grid you can find records with no tags by using the Show Menu. Press Filter then in the Show menu search tags.
Filter Invoice and Payment Tabs by Customer Tags
13. The Invoice and Payment grids in Private Invoicing may be filtered to show invoices or payments for customers where the customer has a certain tag.
Admins - Delete, Remove from all or Rename Tags
14. Go to: Set Up > Other > Tags.
15. Open the area you wish to work on by pressing the arrow.
16. Press on the tag you wish to change.
17. Follow the prompts in the popup box.
Admins - Set Tag Permissions
18. The default settings for Tags in Oases are:
- Admins - View, Add, Remove, Create, Edit and Delete Tags. Filter with tags.
- Coords - View, Add, Remove, Create, Edit and Delete Tags. Filter with tags.
- LeadT - View, Add, Remove, Create, Edit and Delete Tags. Filter with tags.
- Tutor - Read only in student record when item in permission group set to Visible or Read Only.
You may change this access to make it stricter for Coordinators to View only or active for Lead Teachers by using the main permission settings.
19. Go to: Set Up > Staff > Permissions > Open the Permission that needs changing.
20. In the relevant section Change the setting for Tags:
- Visible - Full Access.
- Read Only - Can view Tags in records and Admin, Coordinator and LeadT can filter by Tags in grids.
- Hidden - Cannot view or filter by Tags.
- Tutors - Read Only or Off.
Tags in Custom Reports
21. Tags is an available field in custom reports and will bring in all tags separated by commas for each record.
Use rules to filter for specific tags.
Tags in Field Mapped Imports
22. Tags may be added to imports performed with Field Mapped Imports Tags are entered into the import spreadsheet exactly as they appear in Oases and may be comma separated to import multiple tags to a record. Tags Oases does not recognize will not be imported so be sure to create them in Oases and add exact text to import spreadsheet.
- Staff import - Column header will be Tags
- Student import - Column headers will be Student Tags and/or Parent Tags
Tags in WebForms
23. Tags may be added to WebForms to attach a Tag to the record created by Oases when the form is submitted.