Case Manager Tags

Introduction

Tags are labels that can be assigned to documents. They contain a small bit of extra information, like (for example) if a document is “Relevant” or “Can be deleted” or “Migrated”. Tags are incredibly versatile and can be used for many situations. Users can assign tags to documents once the tag has been created. This can be done for a single document, for a page of documents, or for all query results. It is also possible to add tags automatically, or with help of CSV files.

Case managers have different actions they can do with tags in the manage interface. Tags can be found underneath the Process menu item within the manage interface. In this page you can do the following things:

  • Add new tags;

  • Re-order or nest tags;

  • Delete old or unwanted tags;

  • Lock and unlock tags;

  • Untag the tag from documents;

  • Audit usage of the tag;

  • Export (selected) tags;

  • Upload a CSV file to tag documents by CSV.

Tags

General Information

In this overview, every tag is displayed in their own row. This row contains (from left to right):

  • Anchor to drag the tag around;

  • Name of the tag;

  • Number of documents that have this tag assigned to them;

  • Button to open the tag’s audit log;

  • Button to untag this tag from the documents;

  • Button to delete this tag.

Adding Tags

Adding tags is easy. Just enter a tag name in the input field and click on create. The tag will show up in the list underneath (see image below for an example).

Re-ordering and Nesting Tags

You can also move tags around by clicking on the tag and dragging it to a different place. This will change the order of tags. It’s also possible to have nested tags. To do this, click a tag, drag it on top and a bit to the right of another tag. You will see a preview of the tags placement whenever moving tags around.

Caution

Keep in mind that changing the order of tags when you already have tagged documents in your case, will give some problems with the already tagged documents.

Removing Tags

To delete a tag, click on the red trashbin icon to the right of the tag. A confirmation will open. This confirmation will ask you if you are sure you want to delete this tag. It gives the following options:

  • Cancel
    Closes the confirmation and does not delete the tag.
  • Untag and delete
    Sends a command to the index to remove this tag from all documents and then deletes the tag.
  • Delete
    Leaves the tag assigned to documents and deletes the tag from the overview only.

Locking the Tags

There’s also a possibility to lock the tags. When you’re done creating tags and moving them around, it’s recommended to lock the tags, as this will ensure their placement. This way, when you (or another case manager) comes to the overview, you don’t drag any tags by accident.

Important

If GDPR is enabled on your case, some standard tags will show up for you to use. You can delete these if you wish to do so. However, when the indexer encounters a document with privacy-sensitive data, it will still assign the corresponding tags. Keep in mind that deleted tags cannot be re-added as their internal ID will be different.

Untagging a Tag

In some situations it may be needed to remove a tag from all documents. It is possible to do this manually from the Search page, but that is inconvenient. Every tag in the overview as a button (label icon with a red ‘x’) to remove that tag from all documents. When clicked, a confirmation opens:

When clicking “Untag”, a job will be started to remove this tag from all documents.

View Tag Audit Log

It is also possible to view the tag audit log. This can be done by clicking the clipboad item in the overview. More information on this functionality is available here: Viewing The Tag Audit Log

Export

It’s also possible to export documents with specific tags. Just click on the tags you wish to export, this will highlight the items in the list. After you’ve selected your items, you can click on the ‘Export tags’ button to start the export.

Exporting might take a while, especially when you have a lot of tagged documents. After exporting is done you can click on the download icons to download the file(s).

Tag by CSV

With INDICA it’s also possible to tag documents by CSV. The CSV file should contain a header row and at least two columns. An example has been given in the table.

To use this functionality, follow the following steps:

  1. Prepare a CSV file that conforms to the given example.
    It should (at least) contain a header row, and two columns.
    The fist column is for the query that will be used, and the second column is for the tag that will be assigned.
    See the example below for the raw contents of the CSV file.
1Query,Tag
2file_name_sort:*invoice*,Possible_Invoice
3file_name_sort:*indica*,Docs_About_INDICA
4full_name_text:*contacts*,Contact_Files
  1. Upload the CSV.
    Once uploaded, the overview will change and some questions about the file that was uploaded will be asked:

    1. Save tags to database If enabled, the tags will also be saved to the database. This will make them available in all places that work with normal tags and thus makes them dynamic and changeable. Alternatively, you may choose to leave this switch disabled to write static tags to the index that cannot be changed.

    2. Select column for query Select the column that contains the query here. In the example, the column is called Query.

    3. Or create an advanced query This option gives the possibility to use multiple columns as part of the query. The search terms that come from the CSV can be referred to by the column name.

    4. Select column(s) for tags Select which column(s) will be used for the tag(s). Do note that selecting multiple options will assign multiple tags to the documents.

When all required information is filled in, the overview will show you the queries and tags that it will assign once the jobs are run:

  1. Choose an action to perform.
    The bottom section now contains an example of the job it will run, and a list of all queries and tags that it wil run.
    Each row shows some information and some actions that can be performed. From left to right these are:

    • The query as read from the uploaded CSV file;

    • The tag(s) as read from the uploaded CSV file;

    • The number of documents that are returned for this query (Only visible after getting the stats);

    • The number of documents that already have this tag assigned to them (Only visible after getting the stats);

    • And three buttons to perform the following actions:

      • Eye icon (teal): See results of this query. A new tab will open with the query applied, showing you the documents;

      • Numbered list icon (blue): get statistics of this row;

      • Checked list icon (yellow): assign the tag to the documents for this row only.

After getting the statistics, the row contains some more information:

  1. Run actions in large batches.
    At the bottom of the functionality two additional buttons can be found:

    • Get all stats: gets all the statistics for all rows.

    • Run Job: performs the queries and assigns the tags for all rows. A confirmation will be displayed before running the jobs:

Important

The preview you will be shown when uploading a file and selecting columns will only show 5kB of your file. Please keep in mind that if you decide to run the tagging job for a file larger than 5kB the whole file might not be in the preview, but will be run for tagging. If you wish to preview all the results, it is advised to split up the CSV file into two or multiple batches.