Manage and use tags

Modified on Tue, 30 Jun at 3:52 PM

Mark you technical files with specific references called tags. Tags allow you to assign individual identifiers to the technical files. Use tags to find and display the related technical files in custom tabs or reports.

Feature access

This feature is available to all ProductIP users.

This feature is available for all plans.

Before you begin

Make sure you have created technical files.

Video instructions

A short step-by-step guide will follow soon!

Steps

Add and manage tags via Company account:

Go to Settings in the top-right corner of your screen.
Select Company account.
Click the Tags tab.
Type your specific reference in the field (required) and click Add tag.

The added tag appears in the tag overview below.

If the tag is not used in any technical files, you can remove it by clicking the red cross on the right side of the tag.

Add a tag in the technical file:

Open your technical file in ProductIP.
Navigate to the Product tab.
Type the specific reference in the Tags field under the Product section. Matching tags will appear as you type.
Press Enter on your keyboard to create a new tag if it does not exist. The new tag will also be added to the tag overview under the Tags tab in Company account.

Click the cross next to the tag to remove it.

Add/remove tags in the technical file in batch:

Go to the Technical files overview.
Find the technical files where you want to add/remove a tag.
Select these technical files by selecting the checkbox on the left side.
Select Manage tags from the Choose action drop-down menu at the bottom.
Click Execute > Yes.
Type the tag name in the Add tag(s) or Remove tag(s) field and click Save.

Add tags in the technical file via Excel or CSV import:

See Import data via Excel and Import data via CSV

Tips and best practices

Keep the number of tags limited.
Use short and clear tag names. Some often used examples are: "LVD", "GS", "Machinery", "FSC" , "UKCA", "Electric tool" and "Non-electric tool", "Acknowledged", "Phase I", "Priority", "Updated".
Check your tags periodically to identify duplicates or tags that have never been used.
Create custom tabs to list all technical files associated with a specific tag.

Troubleshooting

Added a tag with a spelling error or by mistake?

Just remove the incorrect tag and add the correct tag in the technical file following the steps above. Then go to Company account > Tags to remove the incorrectly spelled tag by clicking the red cross on the right side.

Want to remove tags, but the platform will not allow it?

Tags that are currently in use cannot be removed from the tag overview. You first need to find the technical files that use the tag and remove it from those files.

Still having issues? Contact ProductIP via helpdesk@productip.com.

FAQ

Can I update tags using the import function via Excel or CSV?

No. Tags can be added via Excel or CSV import, but not removed or adjusted. Removing tags can be done manually in the technical file or in batch in the technical file overview. Updating existing tags is not possible.

Can I update existing tags?

No. Created tag names can not be adjusted. You will need to remove the incorrect tag and create a new one. If the tag is already attached to a technical file, it can no no longer be removed.

How can I remove existing tags?

You can remove them from the technical file manually by clicking the x mark next to the tag or pressing delete/backspace in the tag field. If you want to remove a tag from your tag-list in your company account, you can create a tab for all technical files with that tag name in your technical file overview. Then follow the Add/remove tags in the technical file in batch instruction. Once the tag is removed from all technical files, you can remove the tag in your tag-list by clicking the red cross at the end.

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