The first step is to go to the Tags Manager in the Main Menu on the left. In this part of the platform you can see your tags, manage them and create new ones…
The next step to create a tag is to click the “” button in the upper right. A dialog will be displayed where you can define the name, description and color of your tag.
Once the tag is created, you can add a list of values, a flow of documents and/or a form.
List of values.
A list of values is a list of items that are used in tags. They can also be used in forms.
A list of values collects the possible (rather fixed) data that a tag can have. For example, a courier company could create a list of possible shipping types. The value chosen for the document that has this tag will be displayed in the library.
To create a list of values, first go to the tags section of the menu, and in it you will see an option called “Lists”.
In the same way as to create a tag, click on the “” button and a window will appear where you can configure the list to your liking.
After choosing the desired name, description and color of the list, it is necessary to define the values that the list will have. To do this you just have to click on the pencil “”and a new window will appear where you can choose the values you want for your list, either by creating new ones or by importing them from a CSV file.
To create new items you must click on the “Add elements” button. A window will appear where you must enter the new value and a description as an option.
Once you have added an element, the design of the window will change, giving you more options, including deleting already created elements, sorting the elements, exporting them, creating new ones or importing new ones through a CSV file.
To conclude, add the list of values you have created to the tag. Go back to the tag manager and click on the “Assign ” button in the column “List of values”. A window will appear where you can see all the available lists and choose the one you have just created.
A form is a set of fields that may have data. The purpose of the forms is to store content related to a tag.
To assign a form to a tag you should first create a form. Go to the “Tags” section located in the left side Menu. Once in it, select the “Forms” submenu.
In the same way as to create a tag, click on the “” button and a window will appear where you can configure the form in the way you want.
In this window, you have the option to choose “Predefined Forms”. If you want to know more about them, click on this link.
After configuring the form data, it is necessary to define the fields that you will have. You just have to click on the “” and a new window will open where you can add the fields you want, either by creating new ones or importing them from a CSV file.
To create new fields, click on “ Add field”. You will see a window where you have to enter the field name, its description, type and, optionally you can set a mask for the field.
In the same way as in the lists of values, once you have entered the first field, the window layout will change, giving you the opportunity to use functions that were not available before.
Once configured the form, all you have to do is add it to the tag. This is done in the same way as for lists. Go to the tag, click on the “Assign” button in the “Form” column. That will open a window where you can see all the available forms and choose the one you have just created or the one you want.
The document flow defines the possible states and transitions of the documents with a tag. The most important thing about the flows is that you can configure documents to follow a specific path. You can also configure them to go from one state to different ones, even the document can reach the final state without going through all the states.
To create a new document flow, go to the “Tags” section located on the left side menu, then access the “Document flow” subsection.
In the same way as to create a tag, click on the “” button and a window will open where you can configure the flow the way you want.
The next step is to add the set of states you want for your documents. Click on the pencil “” in the “States” column. As an example, we can add “Pending”, “On distribution”, “Delivered” and “Not delivered”.
Once the first one has been added, the design of the window will change, offering you more functions. To add new states simply click on the “ Add” button. You will see that one of the states is marked with a green tick, that means that this will be the initial state of the document. To change it simply click the red cross that corresponds to what you want the new initial state to be.
Once you have established the states, you only have to set the transitions between them, that is, the possible paths they can take. Click on the “” button in the “Transitions” column. This will open a window where you can add transitions.
Use the option “ Add transition” and a new window will open where you can configure a new transition. As you will see, the first time it will only allow you to select as initial state the document start state, since there is no defined flow yet; the following times it will let you select states that you can reach from another transition already defined. In my example I have defined the following transitions.
Once you have defined your states and transitions, the basic components of your flow will be complete. You just have to add the flow to the tag. This is done in the same way as for lists. Go to the tag, click on the “Assign ” button in the “Document flow” column. You will see a window with all the available flows and you can choose the one you want.