Managing Tags

Tags are labels you can create and assign to sites, compliance questions, and other items throughout 21RISK. They help you organize and categorize your data for easier filtering, reporting, and management.

Tags are global within your organization . This means a tag created once can be reused across boards and sites.

Permissions and scope

• Who can manage tags: Currently, only Group Owners can create, edit, and delete tags.
• Who can use tags: Other users can still apply existing tags where tagging is available, based on their access.
• Tag scope: Tags are shared across boards/sites in the same organization (not board-specific).

Creating tags

1. Navigate to Tags
2. Click the New button
3. Enter the tag details:
   • Name — A short, descriptive label (e.g., "High Priority", "Building A", "Q1 2026")
   • Description — Optional additional context about the tag's purpose
   • Color — Choose a color to make the tag visually distinct in lists and filters
4. Click Save

Editing tags

From the tags list

1. Go to Tags
2. Click on any tag in the list to open its details
3. Make your changes in the Edit tab
4. Click Save to apply your changes

Viewing tag history

Each tag maintains a complete audit trail of all changes made to it.

1. Go to Tags and click on a tag to open its details
2. Click the History tab to see all modifications
3. The history shows:
   • Who made each change (by user name and avatar)
   • When the change was made (timestamp)
   • What changed (name, description, or color)
   • Before/after values for each modification

The oldest entry shows when the tag was originally created. This gives you full transparency into the tag's evolution over time.

Deleting tags

1. Go to Tags
2. In the tags table, locate the tag you want to delete
3. Click the dropdown menu in the last column of that row
4. Select Delete
5. Confirm the deletion

Using tags

Once you've created tags, you can assign them to:

• Sites — Categorize sites by location, building, business unit, risk profile, etc.
• Compliance Questions — Tag questions by audit standard, department, or topic
• Risk Improvements — Organize improvements by type, priority, or responsible party

Because tags are global, the same tag can be used consistently across different boards and site workflows.

Filtering by tag

Most tables in 21RISK support tag filtering:

1. Open the filter panel (usually a "Filter" button or icon)
2. Select the Tags filter option
3. Choose one or more tags to filter the list

Items matching any of (or No) the selected tags will be displayed.

Exporting with tags

When exporting data from 21RISK (to Excel, CSV, or JSON), tag information is included. You can:

• Use tags as a sorting/grouping column in your export
• Filter your export to include only items with specific tags
• Include tag data in your reports and dashboards

Tag naming best practices

• Be descriptive — Use clear names that indicate the tag's purpose ("NYC Office", not "ny")
• Use consistent naming — Establish conventions for your organization (e.g., all uppercase, or title case)
• Keep it concise — Short names are easier to scan and remember
• Avoid duplicates — Check existing tags before creating new ones with similar names
• Use colors strategically — Assign colors by priority, category, or type to improve visual scanning

Best practices

• Plan your tag structure — Before creating many tags, think about how you want to organize your data
• Involve your team — Let team members suggest tags that would be useful for their workflows
• Review regularly — Periodically check for unused or redundant tags and consolidate if needed
• Document tag meanings — Use the description field to clarify a tag's purpose, especially if it has an abbreviation or non-obvious name
• Maintain audit trail awareness — Remember that all tag changes are tracked; use descriptive names from the start to avoid confusion