Manage tags

Promaster A Nintex Process Manager system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site., or Business Analyst A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities., privilege required.

A tag is a label or an additional identifier for documents, timeframes, or for general elements. Tags can be used in Nintex Process Manager to:

  • categorize and connect various elements, like documents.
  • highlight elements of processes under lean methodology.
  • identify timeframes that affect processes.

The following tags can be used depending on the configuration settings:

Note: You cannot delete tags that are associated to processes or documents. You must remove all associations to a tag before you can delete it.

Note: You can add tags to a system definition to better manage your processes. For more information see Manage systems. Promasters, Business Analysts, or System Owners can add or edit system tags.

Document tags let you group documents with custom categories. Document tags can be created and edited by Promasters A Nintex Process Manager system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. /Business Analysts A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities. and applied by any document editor.

For example, easily identify important internal documents by adding a Confidential document tag.

View document tags

Promaster A Nintex Process Manager system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. or Business Analyst A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities. privilege required.

  • Go to Admin > Tags > Document on the top-right of your Nintex Process Manager site. The list of available document tags is displayed.

Add a document tag

Promaster A Nintex Process Manager system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. or Business Analyst A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities. privilege required.

  1. Go to Admin > Tags > Document on the top-right of your Nintex Process Manager site.
  2. On the top-right of the Manage Tags page, click Add Document Tag.
  3. Type a Name and Description.
  4. Click save. The tag is saved and can be associated to documents.

Edit a document tag

Promaster A Nintex Process Manager system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. or Business Analyst A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities. privilege required.

  1. Go to Admin > Tags > Document on the top-right of your Nintex Process Manager site.
  2. Click edit to the right of the record you want to edit.
  3. If you want to delete the document tag but associate the linked documents with a new document tag, click Merge.
    • In the Merge dialog box, select the document tag you want to merge with from a list of suggested document tags or select from the drop-down list.
    • Click OK. The existing document tag will be deleted and the documents will be associated with the new document tag.
  4. To see the list of associated documents or to associate document(s), expand Associated Documents and do one of the following
    • Add a new document: Click Add a new document, select and click Attach. For more information, see add documents.
    • Associate existing documents: Click Associate existing documents, select the required documents, and click Tag.
  5. Click save.

Import document tags

Promaster A Nintex Process Manager system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. or Business Analyst A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities. privilege required.

  1. Go to Admin > Tags > Document on the top-right of your Nintex Process Manager site.
  2. On the top-right of the Manage Tags page, click settings > Import Document Tags.
  3. In the Import Document Tags dialog box, click Template to download the .csv template file.
  4. Click Choose File and select the .csv file with the document tags you want to import.
  5. Click Import. The import details are displayed once the process is completed and you can close the dialog.

You must refresh the page to view the imported document tags.

Lean is an approach to continual process improvement, systematically identifying ways to maximize value and minimize waste. Lean tags (also referred to as Process tags) in Nintex Process Manager enable you to identify opportunities for improvement in your processes. They are searchable, customizable and can be used to generate reports.

Configuration settings

  1. Go to Admin > Configure on the top-right of your Nintex Process Manager site.
  2. Expand the Process Editing section or search for lean using the search to the right of the Configuration page.
Setting Description
Enable lean tagging (Default: On) Allows lean tags to be added to processes.
Custom lean tag label (Default: Lean)

Used to match default lean tag labels with your organisation's terminology.

Note: This setting is available only if the Enable Lean Tagging setting is On.

View Lean tags

  • Go to Admin > Tags > Lean on the top-right of your Nintex Process Manager site. The list of available lean tags is displayed with the following columns:

    • Column name Description
    Name Displays the Lean tag name. You can sort the list alphabetically.
    Description Displays the description.
    Tag(s) Displays the tags associated with the Lean tag.
    Owner

    Displays the Lean tag owner.

    The owner can edit information.
    Stakeholders

    Displays the Lean tag stakeholders. Hover over the field to view the stakeholders.

    Stakeholders are users who receive dashboard notifications when a change occurs in a process the Lean tag is associated with.
    Lean Map Click the icon to view the Lean Map report which displays the details for the associated process group/process and activity/task.
    Edit Edit the Lean tag details. For more information, see Edit a Lean tag.

Add a Lean tag

Promaster A Nintex Process Manager system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. or Business Analyst A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities. privilege required.

  1. Go to Admin > Tags > Lean.
  2. On the top-right of the Manage Tags page, click Add Lean Tag.
  3. Type a Lean tag Name and Description.

  4. Type the tags you want to associate with the Lean tag. If you want to associate multiple tags, separate them with a semi-colon (;).

    • Lean tag name is the full name for a Lean tag, for example: "Customer Value Add Activities".
    • Lean tags is a list of terms that a user can include in a process step to tag the Lean tag in that step without having to include the complete name. Each term should be separated by a semi-colon, for example: "CVA, value-add". The Lean tag name will be automatically added to this list.

    Spaces are not allowed in Lean tag names, but can be used in alternate tags. Special characters are not allowed. Lean tag names can only contain alphanumeric, hyphen, and underscore characters.

  5. You can add Stakeholder by Name: Type 2 letters of the user name, select the user and click add user OR add Stakeholder by Role/Responsibility: Select from the drop-down list and click Add.

  6. Click save. The tag is saved and can be associated in a process. For more information, see Using Lean tags in a process.

Edit a Lean tag

Promaster A Nintex Process Manager system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. or Business Analyst A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities. privilege required.

  1. Go to Admin > Tags > Lean on the top-right of your Nintex Process Manager site.
  2. Click edit to the right of the record you want to edit.

    • Edit and make changes to the required fields.

    • To see the list of processes where this Lean tag is used, expand Associated Processes.
  1. Click save.

Re-index Lean tags

Promaster A Nintex Process Manager system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. or Business Analyst A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities. privilege required.

Re-indexing occurs automatically overnight if there are changes. You can also update the changes across all processes in your Nintex Process Manager site immediately after you make the changes using the Lean tag re-indexing option.

Caution: You must re-index only if you have updated any Lean tag alias' as this task will check all processes in your Nintex Process Manager site. This can have an impact on the system speed and it is recommended to run this task after hours.

  1. Go to Admin > Tags > Lean on the top-right of your Nintex Process Manager site.
  2. On the top-right of the Manage Tags page, click settings > click Re-index Lean.
  3. Click Re-Index.

All associated processes are updated with any Lean tag changes. This includes adding new tags and removing any tags that are no longer referenced. This task will run in the background and you will receive an email once it is completed.

Timeframe tags allow you to allocate time to your processes using varying metrics and are used to record the type of timeframe you want to capture for your process activities. You can customize the measures you use or add new ones. For example: You can add a KPI tag which is used to measure process efficiency.

Configuration settings

  1. Go to Admin > Configure on the top-right of your Nintex Process Manager site.
  2. Expand the Process Timeframes section or use the search to the right of the Configuration page.
Setting Description
Enable Process Timeframes (Default: On)

Displays the process timeframe details.

Note: All process timeframes configuration settings will only be displayed when this setting is On.

View timeframe tags

  • Go to Admin > Tags > Timeframe on the top-right of your Nintex Process Manager site. The list of available timeframe tags is displayed.

Add a timeframe tag

Promaster A Nintex Process Manager system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. or Business Analyst A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities. privilege required.

  1. Go to Admin > Tags > Timeframe on the top-right of your Nintex Process Manager site.
  2. On the top-right of the Manage Tags page, click Add Timeframe Tag.
  3. Type a Name and Description.
  4. Click save. The tag is saved and can be associated to process timeframes.

Edit a timeframe tag

Promaster A Nintex Process Manager system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. or Business Analyst A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities. privilege required.

  1. Go to Admin > Tags > Timeframe on the top-right of your Nintex Process Manager site.
  2. Click edit to the right of the record you want to edit.
  3. To see the list of associated processe(s), expand Associated Processes.
  4. Click save.