How to: Tag items on Ruleguard

With our latest feature update, Ruleguard now contains the ability to ‘tag’ processes, risks, and controls.

Tags are short labels that you can attach to your information to help you organise it in various ways. For example, you can create tags that label processes according to the department or business function that owns them. 

There are two main ways of using tags: creating them from scratch or basing them on address book items.

Creating tags

To get started with tags, you’ll need to navigate to the new “Tags” screen using the main Ruleguard menu.

The Tags screen allows you to create and manage your tags. Get started by entering the name of the new tag into the box above the “Custom tags” or “Address book tags” sections and pressing “Add.”

The two types of tags work slightly differently: 

Custom tags: You can create a tag with any name that you choose, up to a limit of 30 characters.

Address book tags: Begin typing the name of an address book item (e.g. a person) and then pick the correct result from the list that appears. You can now create an association with that address book item and your processes, risks, and controls.

You’ll see the tag added to the page, and you’ll be able to add the new tag to your items on all mapping screens. You can use the “Processes”, “Risks”, and “Controls” checkboxes to determine which kind of items a tag can be applied to.

There are also two default tags contained within the system to get you started: these are “Needs review” and “Key Item.” You’ll see these suggested when you’re adding a tag. 

Adding tags to process, risks, and controls 

To add a tag that you’ve created to your information, use the “Add a tag” button on the top-right of any process, risk, or control.

In the box that appears, begin typing the name of the tag you want to add and then select it from the list. The tag will now be added to your item. Whilst the “Add a tag” box is visible, you can also click the trashcan icon shown on any tag to remove it. 

Filtering documents using tags 

With your information tagged, the next step is to produce reporting based on the groupings that you’ve defined. To do this on Ruleguard, you can add tag filters to Compliance Documents. 

Create a custom document using the “Add” icon at the bottom-right of the documents screen to begin. You can only apply tag filters to custom documents – the default system documents that are present for all Rule Packs are not affected. 

Once you’ve created a document and have chosen some content areas to include within it, use the “Manage Tags” item from the document’s context menu (accessed using the ellipsis ‘…’ control on the right-hand side) to add filters. A window will open allowing you to choose which tags are selected for the document. 

When you add a tag filter to a document, all items of the types that the tag affects will be filtered. So if you have a “Finance” tag which only affects processes, your document would be filtered to show only processes where this tag was present. All risks and all controls would continue to be shown. 

In the future, we’ll be extending the full range of Ruleguard MI to include the tagging concept, but in the meantime, we’d love to know how useful you’re finding the feature. Please don’t hesitate to let us have your comments at hello@ruleguard.com or if you have any problems with this update, just send us a note at support@ruleguard.com.