Tagging with Tags and Views

Tagging is available for a number of aspects of the Operandio platform. By adding tags to different aspects within your business you'll then be able to get a filtered "view" of them at a later date for reporting and data recording purposes.

Tags and views work hand-in-hand to help categorize and organize your business.

The following is covered in this article:

What are Tags?
How To Add a Tag
What are Views?

Adding a tag

Depending on what you're doing in Operandio, you might end up adding tags in a few different places. These are listed below:

Job

To add a tag to a job:

Go to the Job Manager area for your organization under the Managers Hub menu item
Click the job you want to add the tag to and then click the Edit button
In the Tags field, start typing or select from the list the tag(s) that you want to add
Once finished, make sure to Save the updated job. Any instances of this job will now be tagged.

Actions

There are two ways to raise actions within Operandio and the way you use will determine how tags are added to the action:

To add a tag to an action when working through a job:

Click the Raise action button on the step that you want to raise the action on
Complete the action form as required and add any tags to the Tags field. There may be some existing tags here that you won't be able to alter
Click the Raise action button to save and raise the action

Actions created within a job will inherit the job's tags by default. If you raise an Action on a job step, you won't be able to remove these tags but you'll be able to add additional ones if required.

To add a tag to a general action that is raised outside of a job:

Click the Raise action button either on the Home or Active Jobs page
Complete the action form as required and add any tags to the Tags field
Click the Raise action button to save and raise the action

Knowledge Base

You can add tags to articles that you create so these can be referenced later on in your views. For instance if you have a service manual in your Knowledge Base that an auditor will want to see, you can add a tag to ensure it is visible in the associated view.

To add a tag to a Knowledge Base article:

Click the Create article button on the Knowledge Base page
Complete the article as required and add any tags to the Tags field
Click the Save article button to save the article

Documents uploaded to a Knowledge Base article will inherit the article's tags by default.

Suppliers

You can add relevant tags to suppliers so auditors can quickly see which ones are being used for which aspects of your business.

To add a tag to a supplier:

Click the Create button on the Suppliers page
Complete the supplier details and add any tags to the Tags field
Click the Save supplier button to save the supplier

Views

Views are where you can gather a selection of your tags together and gain a filtered "view" of all the items relating to a specific section of your business.

How are Views different from Reports?

Operandio's Reports give a high level overview of your business as a whole, while views are more focused on a specific section of your business, be that Food Safety, Health & Safety or anything that you require at a glance.

Getting started

It's easiest to start using views with one of Operandio's pre-defined templates which will give you a good base of tags to start with and allow you to create or remove them as you see fit. These are:

Food Safety: For food and beverage businesses such as cafes, restaurants, fast food and bars
Production Center: For those manufacturing and distributing goods
Hospitality Hub: For hotels, resorts and general accommodation
Storefront: For retail businesses such as clothing, furniture and homewares
Pulse: For fitness and leisure facilities such as gyms, health clubs, golf courses and entertainment
Supervisor: For childcare and education businesses such as pre-schools and early learning

(Of course, you're free to change the name if you want)

A quick example

Let's consider that you're running a small restaurant and you want to collect all your Food Safety information in one place for an auditor to review when they're conducting an audit of your restaurant. There are a number of aspects to safely and correctly gathering Food Safety data depending on your location and the type of business you're running.

In this case, you would create a new Food Safety view which would automatically populate a selection of Food Safety tags into your organization account

After the view is created, you can then start to tag where appropriate. For instance, for your Weekly Pest Management job you would tag it as Pest Control and your Temperature Probe Calibration Manual article in your Knowledge Base would be tagged with Calibrations.

When it's time for the auditor to review these, you can then navigate to the Food Safety view in your account, select the appropriate tag and then view the jobs, actions, articles and suppliers associated with it.

You may need to add additional tags to your view (or remove unnecessary ones) to suit your business. You can contact your local Food Safety authority to check if there are any additional records that you're required to keep that might require their own tag.

Creating a view

To create a new view, you'll require Administrator privileges.

Go to the Settings area for your organization. This can be accessed by clicking your profile avatar on the right side of the top navigation bar.
On the left hand navigation menu, select Tagging
Select the Views tab
Click the Add view button
In the dialog window that shows, you can choose to start with a template or create your own view from scratch using either new or existing tags
In the next screen, you can complete the following:
Name: The name of the view as it will appear in URLs and within the Operandio app
Icon: The icon to display in the menu navigation for this view
Locations: The locations where this view will be visible
Areas of Work: Areas of Work that will have access to this view
Add tags to this view: You can edit and rearrange the tags in the view by dragging them and add new tags by clicking Add a tag
Once done, click the Save view button

Using tags across multiple views

Tags can be assigned to multiple views. Any items using that tag will be visible in both views.

Accessing a view

Once you've saved your view, it will then be visible in the left hand navigation under Reporting & Views for those with access to it.

The tags within the view will be listed in the left-hand navigation menu. You can select an individual tag and then view the jobs, actions, articles and suppliers within it.

Wrapping up

Using tags and views makes it easier to categorize all the data coming into your Operandio account. Setting them up will ensure that you can easily locate specific jobs, actions and documents in the future.