This article will walk you through how to apply custom tags to the events in your deadline chart, calendar, and reports. Additionally, this article will discuss how to use the tags as a searchable feature, reasons why tags may be applied, and how your Admin users can create pre-populated tags for your team to select. 






What Are Tags?


Tags in LawToolBox enable users to add custom details to their deadlines, enhancing context, organization, and searchability within the Deadline Chart and when running reports. Certain deadlines, such as those in the Trial example below, are automatically assigned Tags during calculation.



Any tags you add will show along side the pre-applied tags, or in the bottom of the event alone if there are no tags applied by default.




How to Apply Tags

Individual Deadlines

  1. Locate the event you want to add a tag to within the Deadline Chart. Open the "Action Menu" by clicking on the ellipsis in the top-right corner of that event. Select "Add Tags."
  2. Click on the "Select Tags" field to open a dropdown of the pre-populated tags that have been setup for your team, and to see tags that you have recently added. You are also able to type in a custom tag for this event.
  3. Selecting tags will add them to the list of what you are applying to the event. If you type in a custom tag, remember to click your enter key to add the tag to the list. As shown below, you can add multiple tags to an event at any given time.
  4. Once you have added all of the tags to your list, click "Save" to return to the Deadline Chart. You will now see the tags added to your event.


Multiple Deadlines

  1. Navigate to the Deadline Chart. Review your list of deadlines and ensure that all deadlines you wish to tag are selected using the checkbox to the left of the event. Once you have selected your deadlines, open click the blue ellipsis located above our list of deadlines.
  2. Select "Add Tags." 
  3. This will open the same window we see when adding tags to individual events. Once you input your tags, click save.
     
  4. Your Deadline Chart will refresh, and you can now see the tag has been added to all the previously selected deadlines.


How to Use Tags


The primary function of tags is to give our users the ability to increase the searchability of their deadlines, both inside a single matter and across multiple matters. While the use case will differ by team, the underlying principle here is that you are adding an external component to your deadline to search for all events that have that same tag.


The screen shot below shows how you can use the search bar on the Deadline Chart to locate all deadlines that share the same tag. This can then be run as a report to disseminate across your team. 



This same principal applies to the various types of reports you run for all of your deadlines across multiple matters. Once you have set the parameters and run your report, you can make use of the search bar of the report to locate all deadlines with the applied tag.


The reasons for applying tags is really dependent upon the needs of your practice. We have customers who have created tags to link deadlines across matters to a single client. Others have used tags to indicate team members working on the case, or highlight which practice group the deadline belongs to. We encourage you to utilize this feature in whatever way helps your team stay organized and locate information more efficiently. 


Admin Portal

Creating Pre-Populated Tags 

As mentioned previously, your team is able to create standardized tags that are available for use by anyone on your team. This creation process takes place in the Admin Portal, and can only be done by Admin Users. 


  1. Login in to the Admin Portal. Using the navigation menu on the left side of your screen, expand the "Matters" section and select "Deadline Tags."
  2. The following screen is where you will see a list of the tags you create. To create a new tag, click "+ New Tag" in the top-right corner of your screen.
    1. All of the tags that you will eventually see on this list will include the title of the tag, which is how it displays on your events, a section of notes, and the date that the tag was created.
    2. For created tags, the notes section will include the description we add in the next step, while our custom tags will include the note "On the Fly" to indicate this tag was added ad hoc by a user. 
  3. The next window is where you will enter the name of your tag. This is how your tag will show in the list and on deadlines once applied. You then have the option to add a description of your tag. Once finished, click "Save."
  4. You will now see your newly created tag in the list below. The tag is live and available upon creation. To edit or delete your tag, open the "Actions" drop down on the right side of the tag in the list.

NOTES: 

  • Deleting the tag, as an admin, will wipe it from any deadline it was previously applied to. We recommend running a report using that tag as the keyword search filter for a comprehensive list of all deadlines this will affect, prior to deleting the tag. 
  • You can have a maximum of 8 custom tags per deadline.


Disabling "On the Fly" Tag Creation


This feature allows your users to input custom tags for any deadline directly within LawToolBox. Disabling this feature forces your users to only select from the custom tags you have created in the Admin Portal. 


To adjust this setting:

  1. Open the Admin Portal.
  2. Go to "Firm Settings."
  3. Enable or disable the "Can create new tag" setting.


User Tags

User tags are a feature that allow you to apply up to 3 custom tags to any of your users on LawToolBox. While the use case for this feature is entirely up to your team, we have seen customers who use this to identify locations, practice areas, and roles within their organization.


To Create User Tags

  1. Open the Admin Portal and select "User Tags" from the User drop down section of the left-hand navigation menu.
  2. Here is where you will eventually see all of your created user tags. Click "+New Tag." 
  3. Add the name, which is how the tag will appear on the list and on the user to which it is applied, and an optional description. Click "Save."
  4. You will now see the tag appear in your list. Clicking the "Actions" button will allow you to edit and delete this tag. Additionally, you can view all users who have received this tag, and apply it to users from this screen.


Adding Tags to Users

There are two ways to add tags to a user.

  1. Within the User Tags page, you can open the "Actions" menu of any tag in your list to assign the tag to multiple users at once via the "Add User" selection.
  2. Within the Manage Users page, you can click on the "Actions" of any individual user to apply multiple tags at once via the "Tag" menu selection. 




  

Additional Resources