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3.2. Labels

The system allows you to add labels to documents. Labels can be used to quickly search for documents.

3.2.1. Editing Labels​

The system provides four ways to edit document labels:

1. Using the "Labels" attribute on a document/task form​

In the document type/task form designer, you must add the Labels attribute to the form. After that, when opening a document of the corresponding type (or a task), you can assign a label in the Labels attribute by:

  • selecting a value from the dropdown list (the labels registry)
  • starting to type the label name in the attribute field. The system will search the registry, and if labels with such names exist, they will be available for selection. If the entered label does not exist in the registry, the system will notify you that no such label was found and will suggest creating it by selecting Click to create.

To remove one or more labels through the attribute, select the icon next to the label name. To remove all labels in the attribute, select the icon on the right side of the attribute.

2. Using the service button on the document form​

Open the document in which you want to edit labels. The Labels attribute does not have to be present on the document form. In the document, select the button and then select Edit labels. In the Assign labels window that opens, select labels from the dropdown list, enter them manually, or create new labels.

After labels are assigned, they will be displayed on the document form.

3. Using the context menu in document registries, shortcuts, and search results​

Open any document registry (the system Documents shortcut, Document type shortcuts, or search results by template), and select the document for which you want to assign labels. Open the context menu by right-clicking the document, and then select Edit labels. In the Assign labels window, edit labels similarly to methods 1 and 2.

4. Using multiple selection in document registries, shortcuts, and search results​

If you need to assign labels to multiple documents or to all documents in a shortcut or search results, in the corresponding registry select the Enable multiple selection mode button. Then select multiple or all documents, open the context menu by right-clicking, and select Edit labels. In the Assign labels window, edit labels similarly to methods 1 and 2. After labels are assigned, a message confirming successful label assignment will be displayed.

When multiple documents are selected, the Assign labels window will display only the labels that are common to all selected documents.

3.2.2. Labels Registry​

All labels created by users are stored in the registry. Only system administrators have access to the registry. To open it, in the Administration workspace, select the Settings folder, and then select Label Management.

Editing registry records is not allowed. An administrator can delete a label from the registry using the context menu. To do this, select the label, right-click it, and then select Delete from the context menu.

Note:

When a label is deleted from the registry, it will not be removed from the documents where it is assigned.