Organizing and tagging assets or documents

You can use tags or folders to organize your assets or documents. Tag a template, style sheet, report, connection, schedule, or document to make it easier to find. Tags make it easy to group items or search for them.

Procedure

Tagging items and grouping by tag

Procedure

  1. To tag a single item, in the Tags column click Add Tags Add tags and enter a tag.
  2. To tag multiple items with the same tag, select the check boxes for the items that you want to tag and click the Tag Selected iconTag selected. Enter a tag and click Save Tags.
  3. To group items by tags, click Group by and then click Group By Tags. Items having the same tags are listed in a section for that tag. Expand the tag to see the items with that tag. To see the list ungrouped, click Group by and then click Ungrouped.
    Grouped collection of templates
    You can also expand or collapse the groups by clicking the Expand all and Collapse all icons.
    Note: Grouping items by tags affects search:
    • When items are grouped, pagination is disabled.
    • Advanced Search results are not shown in groups.
    • If you search using Find In Page, only the rows of data are searched and the tags are not included in the search results.

Grouping items by name

Procedure

  1. To group documents by name (only available on the View page), click Group by and then click Group By Name. Items with the same name are listed in a section for that name, which you can expand. For example, if you generate documents from the same report several times, you might have many documents with the same name. To see the list ungrouped, click Group by and then click Ungrouped.
    Grouped collection of templates
  2. To group schedules by name (on the Generate page), click Group by and then click Group By Report Name. To see the list ungrouped, click Group by Report Name and then click Ungrouped.
    Grouped collection of templates
    Grouped selection of templates

Grouping items by folder

Procedure

  1. To group assets by folders on the Design and Generate pages, select Group by and then click Group By Folders.

    Any artifacts not grouped will appear in the default folder called Ready-to-use Assets. You can also generate sample assets and view them under the default folder.

    Group by folders
  2. To create new folders when the assets are grouped by folders, click the Create folder Create Folder icon and enter a folder name and description. When you save the folder, a new folder is created under that tab.
    New folder called Sample Templates
  3. To create a new folder when selecting a folder in the Select Folder window, click Create Folder and then enter the folder name.
    Image of creating a folder when selecting a folder
  4. To select a folder when creating a report or schedule, uploading an asset, or generating a document, click Select Folder. For example, you can select a folder when you upload a template.
    Select Folder button when uploading a template
  5. You can drag and drop folders and assets from one location to another, in order to organize and move them with less effort. Drag and drop is available on all tabs of the Design page as well as the Generate and View pages. Select the check box for the item and then drag the item towards the target folder to move the item to its destination.
  6. To move items from one folder to another, select the check box for the item and click the Move to icon Move icon. Select the folder and click Move.
    Move template to JIRA issues folder
    You can move assets, reports, documents, or schedules.
  7. To copy assets from one folder to another, select an asset and click the Copy icon Copy. Then select the target folder and click Copy.
    Selected folder and a template being copied to a target folder:
  8. To nest folders, select an existing folder's check box and create a new folder. A nested folder with the previously selected folder as its parent is created.
    Image of folder nested inside another folder

Finding and deleting items

Procedure

  1. You can page through the list if you have a long list of items, or sort the list by the column heading, for example name or status.
  2. To find an item listed in the current page, enter text in the Find In Page field. The search looks for matches against titles, descriptions, or tags.
  3. To search all of the items on all of the pages, click Advanced Search. You can search by name, tag, or pick a date range. On the View page, you can also search by status, whether the documents are shared or private, or search for promoted documents.
  4. To select all items, select the check box beside the column heading.
    select all templates
  5. To delete a single item, in the Actions column click the Delete icon Delete.
  6. To delete multiple items, select the check boxes for the items that you want to delete and click the Delete Selected iconDelete. If you delete a folder, the contents of the folder are also deleted. You can delete all items in the page by selecting all items before deleting. If you are an administrator, you can also select multiple connections on the Connections tab and delete the selected connections.
    Note:
    • Unless you are an administrator, you can only delete the documents that you created, and not, for example, documents shared by others.
    • You can delete any report, template, or style sheet if you are a report designer or administrator, even if you did not create them.
  7. On the Design reports page, you can search for templates by template name, description, or tag.
    Filter by tag in search field

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