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Comment: Published by Scroll Versions from space TL25PMS and version 11

Tags are keywords which can be used to categorise courses and content to help users find them during a search.

There are two types of tags

  • Official tags as defined by Admin, these Standard tags are site wide. -wide and defined by a Site Administrator 
  • Tags defined by learners users for their own use.

Once a tag has been defined other users can also select the tag to categorise their content. The Tag tag manager enables the site administrator Site Administrator to see all of the tags that have been defined and ensure that tags are consistently and appropriately used.

Manage tags screen.Image Added

Enabling tags

Tags can be applied to individual courses and their content.Before tags can be used on your site they must first be enabled. 

  1. Select Site Administration > Advanced features.
  2. Click Enable tags functionality.
Creating official

Adding site wide tags

Official tags are visible and can be selected when creating resources. Official tags will appear as a drop down box near the bottom of the resource setup dialogue box.

The tag report below shows the tags used, who created the tag, how many times the tag has been used, when the tag was last modified, and whether the tag is an official tag or not. When you click on the tag you will be taken to the resource that has the tag included. 

  1. Select the course or content that requires the tag.
  2. Select Official so the Tag appears to users, uncheck Official  if you don't want the user to add this tag.
  3. Start typing the tag in the Enter tags dropdown box. A list of the existing tags will appear If the tag already exists this will be displayed.
  4. Select Update to create the tag.
  5. Alternatively select Manage official tags, enter the Tag in the Add official tags box.Image Removed

Editing tags

Change tag name

  1. Select Manage offical tags in the settings for the resource.
  2. Select the Edit tag name icon beside the tag name.
  3. Type the replacement name into the Tag name box.
  4. Press Enter to change the tag name.

Delete tags

  1. Select Manage offical tags in the settings for the resource.
  2. Tick the Select checkbox next to the tags to delete.
  3. Select Delete icon.
  4. Select yes to confirm you want to delete the tag.

Change tag type

  1. Select Manage offical tags in the settings for the resource.
  2. Tick or untick the Official column for the tags you wish to change type of.

Searching for tags by person

Select the First name letter or Surname of the person that you want to view and possibly edit tags for.As a Site Administrator any new tags you add will be marked as Standard by default, meaning they will be available site-wide. You can add new tags either from a course or from the Manage tags page. 

From a course

As a Site Administrator you can add site-wide tags while editing a course, activity, or resource. 

  1. Scroll down to the Tags section of the settings page in a course, activity, or resource. 
  2. You can either:
    • Type a new or existing tag into the Enter  tags... text-input box.
    • Click Manage standard tags which will take you through the Manage tags administration page.
  3. When you are done click Save and return to course or Save and display.

Tags setting section.Image Added

From site administration 
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To add new tags from the Manage tags administration page follow these steps:

  1. Go to Site administration > Appearance > Manage tags.
  2. Select a collection (if you don't wish to add tags to a specific collection just use the Default collection). 
  3. Click the Add standard tags link.
  4. Enter a comma separated list of new tags (you can add one or more tags). 
  5. Click Continue to add the tag(s). 

Add new standard tags through the Mange tags page. Image Added

Adding course tags

You can add tags while editing a course, activity, or resource. 

  1. Scroll down to the Tags section of the settings page in a course, activity, or resource. 
  2. Type a new or existing tag into the Enter  tags... text-input box.
  3. When you are done click Save and return to course or Save and display.

Tags setting section.Image Added

Managing tags 
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Once site-wide tags have been added these can be managed by a Site Administrator. You can rename tags and decide whether they should be standard (site-wide) or not, as well as add or remove them from collections (or the site entirely). You can do the following actions:

  • Manage tag collections
  • Manage tag areas
  • Rename tags (Edit icon.Image Added)
  • Flag as inappropriate (Flag iconImage Added)
  • Delete tags (Delete icon.Image Added)
  • Toggle mark as standard (site-wide) (Tick icon.Image Added)
  • Edit tag settings (Edit icon.Image Added)

Managing tags.Image Added


From a course

To access the Manage tags administration page from a course follow these steps:

  1. Scroll down to the Tags section of the settings page in a course, activity, or resource. 
  2. Click Manage standard tags which will take you through the Manage tags administration page.
  3. Click the name of the collection containing the tag(s) you wish to edit. 
  4. Alongside the tag you wish to edit click the cog icon (Image Added).
  5. Edit the tag settings.
  6. Click the Update button to save the changes. 

From site administration 

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To manage tags from the Manage tags administration page follow these steps:

  1. Go to Site administration > Appearance > Manage tags.
  2. Click the name of the collection containing the tag(s) you wish to edit. 
  3. Alongside the tag you wish to edit click the cog icon (Image Added).
  4. Edit the tag settings.
  5. Click the Update button to save the changes. 

Tag settings 
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Each tag has the following settings you can edit.

SettingDescriptionNotes
Tag nameThe name of the tag, this is what users see. -
DescriptionYou can add a description of the tag, which might help guide others in it's usage. -
StandardTick to make the tag a standard tag (site-wide).-
Related tagsYou can add any related tags.-

Tag collections

Tag collections are sets of tags for different areas of Totarayour site. For example, a collection of standard tags can be used to tag courses, but user interests and blog post tags are kept in a separate collection. When a user clicks on a tag, the tag page displays only items with that tag in the same collection.

Example of a tag collection.Image Added

Tags can be automatically added to a collection according to the area tagged or can be added manually as standard tags.

Clicking on the name of a tag collection then displays the list of tags, together with information on their creators, how many times they are used, when they were last modified, which tags have been flagged as inappropriate, and which tags are marked as standard.

Tag collectionImage Removed


Standard tags are tags which are added by a site administrator Site Administrator and are available for others to use. Standard tags are never deleted during clean-up tasks even when there are no tagged items.

Note
titleNote
Official tags have been renamed as Standard in Totara 10.

Managing tag collections.Image Added

Adding a new collection

A new collection may be added by clicking the Add tag collection link and giving the new collection a name.

Tag areas may then be selected for the new collection by clicking the pencil icon in the Tag collection column of a particular tag area. Changing the Tag collection from Default collection to the chosen, new collection.

Managing a tag collection

When viewing a tag collection you can perform the following actions:

  • Quickly rename by clicking the edit icon (Rename iconImage Added) alongside the tag name
  • Toggle whether a tag collection is searchable by clicking the icon in the Searchable column, if the tick icon (Searchable iconImage Added) is showing then the collection is searchable
  • Re-order collections using the up (Up arrowImage Added) and down (Down arrowImage Added) arrows
  • Delete a collection by clicking on the cross icon (Delete cross iconImage Added)

Clicking on the name of the collection will allow you to enter that collection and manage the tags within it. 

Combining tags

Within a collection you can combine tags with similar names into a single tag. 

  1. In the collection select the tags you wish to combine (this could be two or more). 
  2. Click Combine selected
  3. Select the tag you wish to be shown after the combination.
  4. Click Continue to complete the combination. 

Example of combining tags.Image Added 

Tag areas

Tag areas are areas of Totara in which tags can be used such as blog posts, or activities and resources. These may be enabled or disabled as required.

For example, if you don't intend to use course tags on your site, the courses tag area can be disabled so that the Tags section doesn't appear on the edit settings page for each course.

Tag areas settings screen.Image Added

Managing a

Enabling tag

collection

Tags which are flagged as inappropriate are indicated in red (colour may vary with non-standard theme). Additionally tags can be renamed inline by clicking on the pencil icon next to them, marked as standard, or reset. Tags may also be deleted individually or in bulk. You can filter tags by adding a term to the search box. 

Combining tags

Tags with similar names may be combined by an administrator or manager by selecting them and then from the bottom of the screen clicking the Combine selected tags button. A pop up will appear asking which name you want to keep. After selecting this you should click the Continue button to combine the tags.

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areas

A tag area my be enabled or disabled by using the eye icons in the Enabled column. If this eye is open (Enabled eye icon.Image Added) then the tag area is currently enabled and clicking it will change the icon to an eye with a cross through it (Disabled eye icon.Image Added) which indicated that the tag area is now disabled. 

Adding a collection to an area

Tag areas may then be selected for the new collection by clicking the pencil icon (Edit iconImage Added) in the Tag collection column of a particular tag area. Changing the Tag collection from Default collection to the chosen, new collection.

Tag behaviour

You can set the behavior for standard tags in each of the listed area. Alongside the area click the edit icon (Edit iconImage Added) in the Standard tags usage column and then choose one of the following options:

  • Suggest: When entering tags suggest any matching standard tags
  • Force: New tags cannot be entered and only standard tags can be used
  • Don't suggest: New tags may be entered with no standard tag being suggested
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