# Tags Module

# Tags: Introduction

# Tags Module Summary

<span style="white-space: pre-wrap;"> The Tags Module is where tags are created, managed, and where users can search the system as a whole to find relevant associated entities. There are two pages in the module, the Search Tagged Page and the Manage Page.</span>

#### An Explanation of Tags

<span style="white-space: pre-wrap;">Tags are labels that provide a flexible way to categorize and filter data / entities within modules. Depending on the type of tag assigned to an entity, a tag can be purely organizational (for categorization) or a visibility/security setting (impacting who can access the entity and the information within). </span>

A list of the entities that can be tagged in KAStrack are shown in the Tag Association with Modules Table below.

<table id="bkmrk-tag-association-with"><colgroup><col style="width: 131px;"></col><col style="width: 574px;"></col></colgroup><tbody><tr><td colspan="2">**Tag Association with Modules**

</td></tr><tr><td>**Module**

</td><td>**Associated Entities**

</td></tr><tr><td>Actions

</td><td>Actions, Action Groups

</td></tr><tr><td>Assets

</td><td>Assets/Components, Tasks

</td></tr><tr><td>Attendance Log

</td><td>Attendance Logs

</td></tr><tr><td>Communications

</td><td>Communication Templates

</td></tr><tr><td>Courses

</td><td>Courses

</td></tr><tr><td>Database

</td><td>Databases, Database Entries

</td></tr><tr><td>Dispatch

</td><td>Dispatches

</td></tr><tr><td>Documents

</td><td>Documents, Folders

</td></tr><tr><td>Finance

</td><td>Budgets

</td></tr><tr><td>Forms

</td><td>Aggregations, Forms, Form Entries

</td></tr><tr><td>Grid

</td><td>Grids

</td></tr><tr><td>Inventory

</td><td>Inventories

</td></tr><tr><td>Kanban

</td><td>Kanban

</td></tr><tr><td>People

</td><td>Certifications, Companies**\*\***<span style="white-space: pre-wrap;">, Certification Roles </span>**\*\***

</td></tr><tr><td>Reports

</td><td>Charts, Reports

</td></tr><tr><td colspan="2"><p class="callout info">Most modules allow new tags to be created in the Tags dropdown menu when editing or creating new entities.</p>

***\*\*** *Permissive and Restrictive Tags behave as open Tags for these entities.**

</td></tr></tbody></table>

# Understanding Tag Behavior

Tag behavior determines which individuals have access to entities and information within KAStrack. There are three types of tag behavior: open, permissive, and restrictive.

<table id="bkmrk-tag-behaviorbehavior"><colgroup><col style="width: 240px;"></col><col style="width: 240px;"></col><col style="width: 240px;"></col></colgroup><tbody><tr><td colspan="3">**Tag Behavior**

</td></tr><tr><td>**Behavior**

</td><td colspan="2">**Explanation**

</td></tr><tr><td>Open

</td><td colspan="2">Open tags have no effect on who can view the data or entities associated with the tag. They allow an organization to categorize or filter the information by their associated tag.

</td></tr><tr><td>Permissive

</td><td rowspan="2">Permissive/restrictive tags control visibility constraints through users, certification roles, and/or access levels. They act as a security setting for the entity. Individuals assigned visibility are the only people who can see the entity and the tag.

When a singular tag exists on an entity, there is no difference in the functionality of permissive and restrictive tags. Individuals assigned visibility from the tag will have access to the entity.

</td><td>If an entity is assigned multiple permissive tags, the entity will be visible to anyone assigned visibility to any one of the permissive tags on the entity. The only tags that will be visible are the ones an individual is assigned to.

</td></tr><tr><td>Restrictive

</td><td>If an entity is assigned multiple restrictive tags, the entity will only be visible to individuals that have been assigned visibility to EVERY restrictive tag on the entity.

</td></tr><tr><td colspan="3"><p class="callout info">If an entity is assigned a permissive and a restrictive tag, visibility is determined by the restrictive tag. An individual must have visibility of all assigned restrictive tags on an entity to see the entity. Visibility granted from a permissive tag is nullified by the presence of a restrictive tag.</p>

<p class="callout warning">You must include yourself when creating permissive or restrictive tags, otherwise they will no longer be visible to you. If this happens, you will need to contact your site admin or KAStrack technical support.</p>

</td></tr><tr><td colspan="3">***\*\*** <span style="white-space: pre-wrap;">Companies and Certification Roles (in the People Module) do not honor permissive and restrictive tags. Any tags assigned to these entities will be treated as open tags, regardless of the assigned behavior. </span>

<p class="callout info">Certifications (in the People Module) DO honor permissive / restrictive tags.</p>

</td></tr></tbody></table>

# Tags: Module Pages

# Search Tagged Page

<span style="white-space: pre-wrap;">The Search Tagged Page of the Tags Module allows the user to search through all entities within KAStrack to which tags have been assigned. </span>

<p class="callout info"><span style="white-space: pre-wrap;">People cannot see tags that are not set as visible to them. The visibility of the filtered data or entities will honor the tag behavior. </span></p>

[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-11/scaled-1680-/k4Vimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-11/k4Vimage.png)

To utilize the search feature on the Search Tagged Page, at least one tag must be selected from the Tags dropdown menu. Placing the cursor in the dropdown menu will open a list of all tags the user has been assigned visibility. The search, by default, will include all modules. By placing the cursor in the Modules dropdown menu, a user can select specific modules to limit their search to.

[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-11/scaled-1680-/SyMimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-11/SyMimage.png)

Search results will organize the entities tagged by module. All entities a user has visibility to will show as a clickable link that previews the entity selected or directs the individual to the entity in its associated module. The system will indicate the number of tagged entities not visible to an individual, but will not state what the entities are, indicating that there are entities that are assigned the searched tag that may be hidden by other tags or other privacy settings.

# Manage Page

<span style="white-space: pre-wrap;">The Manage Page of the Tags Module is comprised of two tabs: Tags and Categories. New tags and new categories can be created, edited, and deleted from the Manage Page. </span>

[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-04/scaled-1680-/TFaimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-04/TFaimage.png)

<p class="callout info">By default, in the Manage Tags tab, individuals with an Admin module level for the Tags Module or an Admin access level will see ALL tags, regardless of if they have been assigned visibility to them. This is an exception to the visibility rules associated with permissive and restrictive tags. This is the only page where they will be granted this exception.</p>

There are two buttons on the manage page, one to create a New Tag and one to create a New Category. The Manage Page also contains a search field to help locate tags as needed.

<details id="bkmrk-how-to%3A-create-a-new"><summary>How To: Create a New Tag in the Tags Module</summary>

{{@82}}

</details><details id="bkmrk-how-to%3A-create-a-new-1"><summary>How To: Create a New Tag Category</summary>

{{@80}}

</details>The Tags Tab is home to the Tags List, that lists all tags with columns that show the tag name, tag category, tag behavior, and tag permissions (who has been assigned visibility).

Tag categories determine the appearance of tags (their color and formatting). The Categories Tab is home to the Categories List, that lists all tag categories with columns that show the category style and category color.

When the cursor hovers over the column header on the Tags List or the Categories List, an arrow and a vertical three dot icon appear.

[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-11/scaled-1680-/4ulimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-11/4ulimage.png)

<table id="bkmrk-tag-behavioriconexpl"><colgroup><col style="width: 82px;"></col><col style="width: 718px;"></col></colgroup><tbody><tr><td colspan="2">**Tag Behavior**

</td></tr><tr><td>**Icon**

</td><td>**Explanation**

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/fbximage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/fbximage.png)[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/YN2image.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/YN2image.png)

</td><td>The up and down arrow icon impacts the alphabetical column sorting communicating if it is set to ascending or descending.

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/bYRimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/bYRimage.png)

</td><td>The vertical triple dot icon opens the tag table context menu that shows the following options: Sort by ASC, Sort by DESC, Filter, Hide, Show Columns

</td></tr></tbody></table>

The options on the Tag List Context Menu are explained in the Table below.

<table id="bkmrk-tag-and-category-lis"><colgroup><col style="width: 114px;"></col><col style="width: 689px;"></col></colgroup><tbody><tr><td colspan="2">**Tag and Category List Context Menu Option Explanations**

</td></tr><tr><td>**Option**

</td><td>**Explanation**

</td></tr><tr><td>Sort by ASC

</td><td>Selecting “Sort by ASC” will organize the data in that column from A to Z.

</td></tr><tr><td>Sort by DESC

</td><td>Selecting “Sort by DESC” will organize the data in that column from Z to A.

</td></tr><tr><td>Filter

</td><td>Selecting “Filter” opens a modal that allows an individual to customize the Tag List. Operator allows for the preferred method of filtering, and any value can be entered into the Value Field.

</td></tr><tr><td>Hide

</td><td>Selecting “Hide” will remove the column from the Tag List. To see the column again, refresh the page.

</td></tr><tr><td>Show Columns

</td><td><span style="white-space: pre-wrap;">Selecting “Show Columns” opens a column header modal. The user has the ability to customize which column headers show on the Tags List. The user’s customized selections will remain in place until they are manually changed again through the Column Header modal or the page is refreshed. </span>

<p class="callout info">The “actions” option controls the visibility of the vertical dot icon that opens the context menu.</p>

</td></tr></tbody></table>

To the far right of each tag entry on the Tags list is a vertical three dot icon that opens a context menu with options that pertain to the specific tag. An explanation of each option is included in the Tag Context Menu Option Explanation Below.

[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-04/scaled-1680-/4b7image.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-04/4b7image.png)

<table id="bkmrk-tag-context-menu-opt"><colgroup><col style="width: 109px;"></col><col style="width: 711px;"></col></colgroup><tbody><tr><td colspan="2">**Tag Context Menu Option Explanation**

</td></tr><tr><td>**Option**

</td><td>**Explanation**

</td></tr><tr><td>Search Tagged

</td><td><span style="color: black;">Selecting “Search Tagged” from the context menu will search the system for entities assigned to the tag selected, opening to the search results on the Search Tagged Page.</span>

</td></tr><tr><td rowspan="2">QR Code / Link

</td><td><span style="color: black;">Selecting “QR Code / Link” from the context menu generates a QR Code and a URL Link that, when accessed, will take an individual to the Search Tagged Page displaying the list of entities associated with the tag category.</span>

<p class="callout info"><span style="color: black;">Access to the tag search results will only be given to system users who have permission to view the tagged item(s).</span></p>

</td></tr><tr><td><span style="color: black;">When an individual who is not in the KAStrack system accesses the QR Code/URL Link, they will have access to an Items Tagged With (TAG) Page that shows all public entities with that Tag. The individual will be able to access and download the public files and folders as desired. Only Open Tags can be accessed by individuals not logged into KAStrack.</span>

</td></tr><tr><td>Edit

</td><td><span style="color: black;">Selecting “Edit” from the context menu opens the Edit Tag Modal.</span>

<details><summary>How To: Edit a Tag</summary>

{{@86}}

</details></td></tr><tr><td>Delete

</td><td><span style="color: black; white-space: pre-wrap;">Selecting “Delete” from the context menu will open the Delete Tag Modal. </span>

<details><summary>How To: Delete a Tag</summary>

{{@84}}

</details></td></tr></tbody></table>

To the far right of each category entry on the Categories list is a vertical three dot icon that opens a context menu with options that pertain to the specific category. An explanation of each option is included in the Category Context Menu Option Explanation Below.

<table id="bkmrk-category-context-men"><colgroup><col style="width: 98px;"></col><col style="width: 723px;"></col></colgroup><tbody><tr><td colspan="2">**Category Context Menu Explanation**

</td></tr><tr><td>**Option**

</td><td>**Explanation**

</td></tr><tr><td>Add Tags

</td><td><span style="color: black;">Selecting “Add Tag” from the context menu will open the New Tag Modal and prefill this Category for the new Tag.</span>

<details><summary>How To: Create a New Tag in the Tags Module</summary>

<span style="color: black;">{{@82}}</span>

</details></td></tr><tr><td>Edit

</td><td><span style="color: black;">Selecting “Edit” from the context menu will open the Edit Category Modal.</span>

<details><summary>How To: Edit a Category</summary>

<span style="color: black;">{{@85}}</span>

</details></td></tr><tr><td>Delete

</td><td><span style="color: black;">Selecting “Delete” from the context menu will open the Delete Category Modal.</span>

<details><summary>How To: Delete a Category</summary>

<span style="color: black;">{{@83}}</span>

</details></td></tr></tbody></table>

# Settings Page

The Module Levels Tab of Settings Page can be accessed from the Main Menu. The system default module levels for the module are visible in the Module Levels Table. New module levels with customizable permissions can be created and managed on this tab.

[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/scaled-1680-/smVimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/smVimage.png)

<span style="white-space: pre-wrap;">There are four system default module levels associated with the Tags Module. An explanation of the permissions associated with each default module level are shown in the Tags Module Level Permissions Table below. </span>

<p class="callout info">System default module levels cannot be customized.</p>

<table id="bkmrk-tags-modules-level-p"><colgroup><col style="width: 112px;"></col><col style="width: 722px;"></col></colgroup><tbody><tr><td colspan="2">**Tags Modules Level Permissions Table**

</td></tr><tr><td>**Module Levels**

</td><td>**Permissions**

</td></tr><tr><td>Admin

</td><td>Can view all tags, Manage Tag Categories (delete / edit / view tag category), Manage Tags (add / edit / delete / view tag, add tag category, view permissions / edit / delete user tag, view non user tags, edit tag permissions)

</td></tr><tr><td>Guest

</td><td>None

</td></tr><tr><td>Manager

</td><td>Manage Tag Categories (delete / edit / view tag category), Manage Tags (add / edit / delete / view tag, add tag category, view permissions / edit / delete user tag, view non user tags, edit tag permissions)

</td></tr><tr><td>Staff

</td><td>Manage tags (add tags)

</td></tr></tbody></table>

New Module Levels can be created in order to customize module level permissions to suit your organization's needs. An explanation of the icons associated with customized module levels have been provided in the table below.

<table id="bkmrk-module-level-customi"><colgroup><col style="width: 52px;"></col><col style="width: 799px;"></col></colgroup><tbody><tr><td colspan="2">**Module Level Customization Icons**

</td></tr><tr><td>**Icon**

</td><td>**Explanation**

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/OQrimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/OQrimage.png)

</td><td>The eyeball icon allows you to view users assigned to the module level as well as the permissions assigned to them.

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/Bbrimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/Bbrimage.png)

</td><td>The bulleted list icon allows you to assign permissions to customized module levels.

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/ELJimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/ELJimage.png)

</td><td>The pencil icon opens the Edit Module Level Modal.

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/Uwlimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/Uwlimage.png)

</td><td>The trashcan icon opens the Delete Module Level Confirmation Modal.

</td></tr></tbody></table>

<details id="bkmrk-how-to%3A-create-a-new"><summary>How To: Create A New Module Level (Tags Module)</summary>

{{@79}}

</details>A complete list of all permissions associated with the Tags Module have been provided below.

[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/scaled-1680-/7s5image.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/7s5image.png)

# Tags: Supplemental Resources

There are no email alerts associated with the Tags Module.

# Complete List of Tag Module How Tos

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