If you have a lot of ideas on the board and want more depth into filtering ideas or you simply want to group ideas around certain themes, the tags are a great tool for this. Tags are freely definable identifiers that can be attached to ideas on the board which helps you locate similar ideas. They're a helpful asset in classifying or sub-categorizing ideas on a board by certain recurring themes or predefined areas of focus.
Setting up Tags for the board (for board admins)
If you already know your board name, the easiest way to set up tags is through the following URL:
https://app.viima.com/admin/organization-name/board-name/#settings/application
If you do this, proceed directly to Step 2. Otherwise, start from Step 1
Step 1:
On your Viima Admin account, go to "Settings" in the admin portal of your board.
Step 2:
Under "General" settings select the "Tags" panel. From here, you can add new tags or remove existing ones as well as choose if regular users may create their own tags when adding new ideas.
Step 3:
From the "Who can create new tags", you can choose from two options:
All users: This option allows regular users to create their own tags on the board. This is a good option if you're not entirely sure which tags to predefine for the board and wish to see what themes develop organically.
Admins: This option denies regular users the possibility to create their own tags which means all tags that are used on the board will be defined by board admins. This option is handy when you have a clear idea of the themes on the board and want to steer the focus of users through certain tags. This is also easier to manage as you ultimately know which specific tags will be used. It also may reduce situations where users create individual tags for their new ideas although good options were already available.
Step 4:
From this section, you can see all the tags the board currently has at its disposal. You can easily remove existing tags by clicking the x next to their name or add new ones from "Add new". Once you have named the tag, press enter to add it to the list of available tags and press save to add it to the list.
However, note that if you remove tags that are already used by some ideas on the board, the tags will get removed from these ideas permanently. If you attempt to remove a tag that is in use, you will receive a warning message stating how many ideas are currently carrying that tag. If the tag is not in use, you can remove it directly.
Tags on the board
When adding a new idea to the board, the regular users may add any existing tags to their idea, after which they will be found attached to the idea when opened. If you want to add tags later on, admins can do this by editing the idea, as well as regular users to their own ideas. Tags can also similarly be removed from an idea by clicking on an active tag within the idea editing window (so that it turns grey) and then clicking on the save button at the bottom of the edit idea window.
If regular users are allowed to create their own tags, they will also see an "Add new button" under the tags in the idea input form. The tags in the idea input form will be shown in order from most used to least used. If there are a lot of tags on the board, a search bar will appear to make it easier to search for certain tags. Additionally, if regular users are allowed to create their own tags, existing tags will be suggested when typing the new tag to reduce the number of near duplicates. When adding new tags, press enter to add the new tag to the list. The selected tags will be highlighted in blue.
The Advanced search on the top left corner of the board can be used to choose tags to filter ideas by. You may also choose the filtered tags by clicking on them in an open idea.
Once you choose certain tags from the advanced search or from an opened idea, you will see all ideas with those same tags. The idea does not need to have the exact same combination of tags but rather any tag from the ones you filter by.
Happy tagging!