Record Tags

Overview

Record tags help to identify related SmartOffice records.

For example, you could apply an "Investment Advice" tag to records that have to do with providing advice to clients. This can help your firm identify those records more easily later for compliance review.

Record tags are particularly useful for creating an audit report.

Setup

Office Setup

Record tags are available to all users in offices that have the Record Tagging office license. All SmartOffice Online offices have this license. Enterprise customers can enable or disable this license for an office from the System office.

User Setup

A SmartOffice user needs no special user rights to apply record tags in SmartOffice.

However, to create and manage the record tags available in an office, a user must have the administrator rights as well as the Custom Fields – Field Name Modification user right. For more information, see User Accounts - User Rights.

Types of Records That Can Be Tagged

Record tags can be applied to:

• SmartPad entries (including record notes, such as activity notes, opportunity notes, policy notes, pending case notes, etc.)
• Letters and documents
• Time log entries

Managing Record Tags

A user with the appropriate rights can create, modify and delete record tags from Office Settings or by clicking the Record Tag Customization button wherever record tags can be selected in the system. The user must have the Custom Fields – Field Name Modification user right to manage record tags. For more information, see Office Settings - Record Tags.

Applying Record Tags

Note: If office security_-_introduction.htm) is enabled, users cannot apply record tags to privatized records.

SmartPad Entries

1. In any new or existing SmartPad entry, select one or more tags In the Record Tags section.
2. Make any other changes to the SmartPad entry if necessary, and then click the OK button.

Letters and Documents

1. Open the information dialog box for a letter or document (see Contacts and Businesses - Letters/Documents Content Link).
2. In the Record Tags section, select one or more available tags.
3. Click the OK button.

Using Record Tags

Lists and Dynamic Reports

Record tags can be displayed in list layouts (including Dynamic Report list layouts) by adding the Record Tags column to the layout. The Record Tags column is available in the SmartPad, Letter Log and Documents (Attached Files) tables. For more information, see List Layout Customization.

For example, you can add the Record Tags column to the following SmartOffice lists:

• SmartPad
• Letter Log
• Document List

Then, to find notes, letters or documents that have a particular record tag, you can go to those areas of the system and sort the lists by the Record Tags column.

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