<h2>Edit tags from the Tags module</h2><br/><div style="overflow-x:auto"> <html xmlns="http://www.w3.org/1999/xhtml" xml:lang="en" lang="en"><head><meta content="text/html; charset=UTF-8" /><meta name="copyright" content="(C) Copyright 2024" /><meta name="DC.rights.owner" content="(C) Copyright 2024" /><meta name="generator" content="DITA-OT" /><meta name="DC.type" content="concept" /><meta name="DC.title" content="Administering tags" /><meta name="abstract" content="If you have an administrator role, you can configure and manage all tags, even tags created by other users. You can also configure notifications, auto-assignment, and Zing indexing for tags." /><meta name="description" content="If you have an administrator role, you can configure and manage all tags, even tags created by other users. You can also configure notifications, auto-assignment, and Zing indexing for tags." /><meta name="DC.subject" content=", tags, editing, assigning" /><meta name="keywords" content=", tags, editing, assigning" /><meta name="DC.relation" scheme="URI" content="../../../use/common-ui-elements/concept/c_Tags.html" /><meta name="DC.relation" scheme="URI" content="../../../administer/navigation-and-ui/concept/c_NavigationAndTheUserInterface.html" /><meta name="DC.relation" scheme="URI" content="../../../administer/general/concept/configure-uis-and-portals.html" /><meta name="DC.relation" scheme="URI" content="../../../get-started/servicenow-overview/concept/working-in-ui16-and-ui15.html" /><meta name="DC.relation" scheme="URI" content="../../../use/common-ui-elements/topic/p_CommonUIElements.html" /><meta name="DC.creator" content="ServiceNow" /><meta name="DC.date.created" content="2023-02-02" /><meta name="DC.date.modified" content="2023-02-02" /><meta name="DC.format" content="XHTML" /><meta name="DC.identifier" content="administering-tags" /><link rel="stylesheet" type="text/css" href="../../../CSS/commonltr.css" /><title>Administering tags</title></head><body> <div class="nested0" id="administering-tags"> <h1 class="title topictitle1" id="ariaid-title1">Administering tags</h1> <div class="body conbody"><p class="shortdesc">If you have an administrator role, you can configure and manage all tags, even tags created by other users. You can also configure notifications, auto-assignment, and Zing indexing for tags.</p> <p class="p">You must have the tags_admin role for these administrative tasks.</p> </div> <div class="related-links"> <div class="familylinks"> <div class="parentlink"><strong>Parent Topic:</strong> <a class="link" href="../../../use/common-ui-elements/concept/c_Tags.html" title="Tags are text labels that you can associate with items like records and pages. Tags enable you to group and organize the items. Tags can be visible to any user (global), visible only to specific groups or users (shared), or visible to a single user (private).">Tags</a></div> </div> </div><div class="topic task nested1" id="t_CreateATagFromTheTagsList"> <h2 class="title topictitle2" id="ariaid-title2">Create a tag from the Tags list</h2> <div class="body taskbody"><p class="shortdesc">You can create a tag directly from the Tags list.</p> <div class="section prereq p"> <p class="p">Role required: tags_admin</p> </div> <ol class="ol steps"><li class="li step stepexpand"> <span class="ph cmd">Navigate to <span class="ph menucascade"><span class="ph uicontrol">All</span> > <span class="ph uicontrol">System Definition</span> > <span class="ph uicontrol">Tags</span></span> or <span class="ph menucascade"><span class="ph uicontrol">Self-Service</span> > <span class="ph uicontrol">My Tags</span></span>.</span> </li><li class="li step stepexpand"> <span class="ph cmd">Click <span class="ph uicontrol">New</span>.</span> </li><li class="li step stepexpand"> <span class="ph cmd">Enter a name for the tag in the <span class="ph uicontrol">Name</span> field.</span> </li><li class="li step stepexpand"><strong>Optional: </strong> <span class="ph cmd">Modify tag settings.</span> <div class="itemgroup info"> <div class="tablenoborder"><table cellpadding="4" cellspacing="0" summary="" id="t_CreateATagFromTheTagsList__table_wcw_1vd_31b" class="table" frame="border" border="1" rules="all"><colgroup><col /><col /></colgroup><thead class="thead" style="text-align:left;"><tr class="row"><th class="entry nocellnorowborder" style="vertical-align:top;" id="d91549e202">Field</th><th class="entry cell-norowborder" style="vertical-align:top;" id="d91549e205">Description</th></tr></thead><tbody class="tbody"><tr class="row"><td class="entry nocellnorowborder" style="vertical-align:top;" headers="d91549e202 ">Owner</td><td class="entry cell-norowborder" style="vertical-align:top;" headers="d91549e205 ">Specifies the owner of the tag. Users are allowed to change the ownership of the tag to someone else.</td></tr><tr class="row"><td class="entry nocellnorowborder" style="vertical-align:top;" headers="d91549e202 ">Type</td><td class="entry cell-norowborder" style="vertical-align:top;" headers="d91549e205 ">Specifies the type of tag.<ul class="ul" id="t_CreateATagFromTheTagsList__ul_q13_yln_hs"><li class="li"><span class="ph uicontrol">Standard:</span> is controlled by users who have access to the tag. These users can add or remove records from the tag.</li><li class="li"><span class="ph uicontrol">Most Active:</span> displays the most frequently accessed modules and is automatically maintained by the system. There is no maximum duration a module can remain as most active.</li><li class="li"><span class="ph uicontrol">Most Recent:</span> displays the most recently accessed modules and is automatically maintained by the system.</li><li class="li"><span class="ph uicontrol">Most Active Record:</span> displays the most frequently viewed records and is automatically maintained by the system. There is no maximum duration a record can remain as most active.</li><li class="li"><span class="ph uicontrol">Most Recent Record:</span> displays the most recently viewed records and is automatically maintained by the system.</li></ul> <p class="p">Only tags of the <span class="ph uicontrol">Standard</span> or <span class="ph uicontrol">Most Recent Record</span> types appear on the Tagged Documents page.</p> </td></tr><tr class="row"><td class="entry nocellnorowborder" style="vertical-align:top;" headers="d91549e202 ">Viewable by</td><td class="entry cell-norowborder" style="vertical-align:top;" headers="d91549e205 ">Specifies the sharing level. By default tags are visible only to the user (<span class="ph uicontrol">Me</span>), but you can share tags with <span class="ph uicontrol">Groups and Users</span>. Users with the tags_admin role are the only users who can create global tags shared with <span class="ph uicontrol">Everyone</span>.</td></tr><tr class="row"><td class="entry row-nocellborder" style="vertical-align:top;" headers="d91549e202 ">Active</td><td class="entry cellrowborder" style="vertical-align:top;" headers="d91549e205 ">Specifies whether the tag is enabled or disabled.</td></tr></tbody></table> </div> </div> </li></ol> </div> </div> <div class="topic task nested1" id="t_EditTagsFromTheTagsModule"> <h2 class="title topictitle2" id="ariaid-title3">Edit tags from the Tags module</h2> <div class="body taskbody"><p class="shortdesc">From the Tags module, you can edit all tags.</p> <div class="section prereq p"> <p class="p">Role required: tags_admin</p> </div> <div class="section context"> <div class="note"><span class="notetitle">Note:</span> Tag names are case-insensitive and must not include punctuation.</div> </div> <ol class="ol steps"><li class="li step"> <span class="ph cmd">Navigate to <span class="ph menucascade"><span class="ph uicontrol">All</span> > <span class="ph uicontrol">System Definition</span> > <span class="ph uicontrol">Tags</span></span>.</span> </li><li class="li step"> <span class="ph cmd">Open a tag.</span> </li><li class="li step"> <span class="ph cmd">Make the necessary changes.</span> </li><li class="li step"> <span class="ph cmd">Click <span class="ph uicontrol">Update</span>.</span> </li></ol> </div> </div> <div class="topic task nested1" id="t_ConfigureTagsToAssignAutomatic"> <h2 class="title topictitle2" id="ariaid-title4">Configure tags to assign automatically</h2> <div class="body taskbody"><p class="shortdesc">Configure the system to automatically assign a tag to records that match conditions defined in the tag record.</p> <div class="section prereq p">Role required: tags_admin, however for users with the tags_admin role to be able to create conditions for labels, you need to create the following ACLs. Creating ACLs requires the security_admin elevated role. Include tags_admin as a required role for each ACL. For more information on creating an ACL, see <a class="xref" href="../administer/contextual-security/task/t_CreateAnACLRule.dita/t_CreateAnACLRule.html" target="_blank" rel="noopener noreferrer">Create an ACL rule</a>.<div class="p"> <div class="tablenoborder"><table cellpadding="4" cellspacing="0" summary="" id="t_ConfigureTagsToAssignAutomatic__table_xrp_y5z_vfb" class="table" frame="border" border="1" rules="all"><caption><span class="tablecap"><span class="table--title-label">Table 1. </span>ACLs required for the tags_admin role</span></caption><colgroup><col style="width:50%" /><col style="width:50%" /></colgroup><thead class="thead" style="text-align:left;"><tr class="row"><th class="entry nocellnorowborder" style="vertical-align:top;" id="d91549e458">Name</th><th class="entry cell-norowborder" style="vertical-align:top;" id="d91549e461">Operation</th></tr></thead><tbody class="tbody"><tr class="row"><td class="entry nocellnorowborder" style="vertical-align:top;" headers="d91549e458 ">label_table</td><td class="entry cell-norowborder" style="vertical-align:top;" headers="d91549e461 ">read</td></tr><tr class="row"><td class="entry nocellnorowborder" style="vertical-align:top;" headers="d91549e458 ">label_table</td><td class="entry cell-norowborder" style="vertical-align:top;" headers="d91549e461 ">write</td></tr><tr class="row"><td class="entry nocellnorowborder" style="vertical-align:top;" headers="d91549e458 ">label_table</td><td class="entry cell-norowborder" style="vertical-align:top;" headers="d91549e461 ">create</td></tr><tr class="row"><td class="entry nocellnorowborder" style="vertical-align:top;" headers="d91549e458 ">label_auto</td><td class="entry cell-norowborder" style="vertical-align:top;" headers="d91549e461 ">read</td></tr><tr class="row"><td class="entry nocellnorowborder" style="vertical-align:top;" headers="d91549e458 ">label_auto</td><td class="entry cell-norowborder" style="vertical-align:top;" headers="d91549e461 ">write</td></tr><tr class="row"><td class="entry nocellnorowborder" style="vertical-align:top;" headers="d91549e458 ">label_auto</td><td class="entry cell-norowborder" style="vertical-align:top;" headers="d91549e461 ">create</td></tr><tr class="row"><td class="entry nocellnorowborder" style="vertical-align:top;" headers="d91549e458 ">(Optional) label_table</td><td class="entry cell-norowborder" style="vertical-align:top;" headers="d91549e461 ">delete</td></tr><tr class="row"><td class="entry row-nocellborder" style="vertical-align:top;" headers="d91549e458 ">(Optional) label_auto</td><td class="entry cellrowborder" style="vertical-align:top;" headers="d91549e461 ">delete</td></tr></tbody></table> </div> </div> </div> <div class="section context"> <div class="p">Use automatically assigned tags to group high urgency incidents, overdue incidents, canceled changes, or any other set of records. The system automatically assigns the tag to records that match the criteria and removes the tag from records that no longer match the criteria.<div class="note"><span class="notetitle">Note:</span> Tags can't be automatically assigned to a record when its condition includes a dot-walked field.</div> </div> </div> <ol class="ol steps"><li class="li step stepexpand"> <span class="ph cmd">Navigate to <span class="ph menucascade"><span class="ph uicontrol">All</span> > <span class="ph uicontrol">System Definition</span> > <span class="ph uicontrol">Tags</span></span>.</span> </li><li class="li step stepexpand"> <span class="ph cmd">Open the tag that you want to assign automatically.</span> </li><li class="li step stepexpand"> <span class="ph cmd">Configure the form to add the <span class="ph uicontrol">Conditions for Labels</span> embedded list.</span> </li><li class="li step stepexpand"> <span class="ph cmd">Create a row in the <span class="ph uicontrol">Conditions for Labels</span> list.</span> </li><li class="li step stepexpand"> <span class="ph cmd">Click the reference icon in the <span class="ph uicontrol">Table</span> column.</span> <div class="itemgroup stepresult">The Label Table list opens in a pop-up window.</div> </li><li class="li step stepexpand"> <span class="ph cmd">Click <span class="ph uicontrol">New</span>.</span> </li><li class="li step stepexpand"> <span class="ph cmd">Enter a <span class="ph uicontrol">Name</span>, select a <span class="ph uicontrol">Table</span>, and add conditions for the automatic assignment of the tag.</span> </li><li class="li step stepexpand"> <span class="ph cmd">Click <span class="ph uicontrol">Submit</span>.</span> </li><li class="li step stepexpand"> <span class="ph cmd">Click the check mark icon to save the new row.</span> </li><li class="li step stepexpand"> <span class="ph cmd">Click <span class="ph uicontrol">Update</span>.</span> </li></ol> </div> </div> <div class="topic task nested1" id="t_ConNotificationsTaggedRecord"> <h2 class="title topictitle2" id="ariaid-title5">Configure notifications for tagged records</h2> <div class="body taskbody"><p class="shortdesc">You can enable the system to send a notification when a record with a certain tag is updated.</p> <div class="section prereq p"> <p class="p">Role required: tags_admin</p> </div> <ol class="ol steps"><li class="li step"> <span class="ph cmd">Navigate to <span class="ph menucascade"><span class="ph uicontrol">All</span> > <span class="ph uicontrol">System Definition</span> > <span class="ph uicontrol">Tags</span></span>.</span> </li><li class="li step"> <span class="ph cmd">Open a tag.</span> </li><li class="li step"> <span class="ph cmd">In the <span class="ph uicontrol">Label Entries</span> related list, open the record for which you want notifications.</span> </li><li class="li step"> <span class="ph cmd">Select the <span class="ph uicontrol">Notify onchange</span> check box to be notified any time the record is modified.</span> </li><li class="li step"> <span class="ph cmd">Use the <span class="ph uicontrol">Notify when</span> condition builder to specify the conditions that must be true to trigger the notification.</span> </li><li class="li step"> <span class="ph cmd">Select a business rule in the <span class="ph uicontrol">Notify script</span> field.</span> </li><li class="li step"> <span class="ph cmd">Save the record.</span> </li></ol> </div> </div> </div> </body></html></div>