Introduction

Tags are used for workspace classification in Powell Governance. Administrators can add tags to templates, making it easier for users to find and categorize workspaces on the user dashboard.
The "Tags" section lists all existing tags in alphabetical order, allowing administrators to create new tags or modify existing ones.

The tag page is available in the Manage section of the menu.

Create a new tag 

Click "Create a new tag". 

To create a new tag, click "Create a new tag". Provide a name for the tag and choose a tag type from the dropdown menu.

There are eight types of tags available:

• Text
• Date
• Number
• Yes/No
• Choice
• People
• Hierarchical
• SharePoint Term Store

Edit tags

To edit an existing tag, click the edit button next to the tag in the list. This opens the same configuration page as the creation process, allowing you to modify the tag name, type, options, and other settings as needed.

Powell Governance's tag types

Note: Adding tags to templates allows administrators to define specific behaviors for workspace creation, such as setting default values, marking tags as mandatory, or restricting visibility to administrators only.

Text 

The "Text" type allows workspace creators or administrators to assign a custom text value to a tag during workspace creation.

• Use Case: Customer name, workspace purpose, or any free-form text.
• Option: Use as a refiner in the user dashboard.
• User Input:
  • Free text entry during workspace creation or editing.
  • Existing values are suggested to avoid duplicates.

Date

The "Date" type associates a specific date with a workspace.

• Use Case: Workspace creation date, project end date, or event date.
• Option: Use as a refiner in the user dashboard.
• Note: Dates are saved in UTC format and adjusted to the user's timezone when displayed. We save the date in UTC format taking into account the time zone of the user who enters the value of the tag (for example: a user in Cambera (UTC+11) entered a date tag on 19/01/2022, we save the value in UTC format, i.e. 2022-01-18T13:00:00Z). This format allows us to keep all the dates saved using the same format. We return this format in our API. In the product interfaces, we readapt this format to the time zone of the connected user. A user located in France (UTC+1) will therefore see a date tag value of 18/01/2022 because we readjust to the time zone of Paris: 2022-01-18T14:00:00Z.
• User Input: Date picker to select a specific date.

Number 

The "Number" type assigns a numerical value to a workspace.

• Use Case: Internal codes, iteration numbers, or years.
• Option: Use as a refiner in the user dashboard.
• User Input: Numeric field for entering a number.

Yes/No

The "Yes/No" type requires a binary choice (yes or no).

• Use Case: Approval status, feature activation, or compliance flags.
• Options: Use as a refiner in the user dashboard.
• User Input: Radio buttons to select "Yes" or "No".

Choice

The "Choice" type allows administrators to define a list of predefined options.

• Use Case: Department, location, or project type.
• Options:
  • Allow multi-value selection (users can select multiple options).
  • Define and reorder choices.
  • Import choices from a CSV file.
  • Use as a refiner in the user dashboard.
• Note:
  • Multi-value tags cannot be used in naming conventions.
  • If you use a multivalued tag as a refiner on the user dashboard, users will be able to filter for a team, according to these multiple values. 
• User Input: Dropdown list to select one or multiple predefined choices.

People

The "People" type associates one or more users with a workspace.

• Use Case: Manager, responsible person, or secondary owner.
• Options:
  • Allow multi-value selection (multiple users can be assigned).
  • Use as a refiner in the user dashboard.
• Note:
  • Users assigned via this tag are not automatically added as workspace members or owners.
  • Once multi-value option is checked, it will no longer be possible to go back.
• User Input: People picker to search and select users from the directory.

Hierarchical

The "Hierarchical" type allows administrators to create tags with a parent-child structure (e.g., "Region > Country > City").

• Use Case: Complex categorization like organizational hierarchies or geographical locations.
• Options:
  • Define multiple levels of hierarchy (e.g., A > A.1 > A.1.1).
  • Use as a refiner in the user dashboard.
• Note:
  • Hierarchical tags cannot be used in naming conventions because they support multiple values.
  • Ideal for scenarios requiring nested categorization.
• User Input: Cascading dropdown lists to navigate and select hierarchical values.

SharePoint Term Store

The "Term Store" type connects directly to SharePoint's Taxonomy Term Store.

• Use Case: Reuse existing SharePoint terms for consistency and centralized management.
• Options:
  • Select a Term Set from SharePoint to automatically import all child terms as tag values.
  • Use as a refiner in the user dashboard.
• Note:
  • Term Store tags cannot be used in naming conventions because they support multiple values.
  • Ensures synchronization with SharePoint taxonomy, eliminating the need for manual updates.
• User Input: Dropdown list populated with terms from the selected SharePoint Term Set.