Managing Application Tags

In this article

Managing tags

• Create a tag

• Move a tag to another tag group

• Apply tags to applications

• Search for applications by tag

Using tags in Approval workflows

• Configure tag-based approval rules

Tags are keywords that you can add to an application to make them easier to group and find. For example, you could add the "Curriculum" tag to all applications related to educational materials or resources. That allows you to easily see, display, and search for related applications.

Also, you can organize tags into a tag group - a collection of related tags organized together for easier management and search. For example, tags like "Curriculum," "Assessment," and "Teaching Resources" can be grouped under "Education".

Managing tags

Use tags to group and classify applications based on your internal requirements, such as department, environment, or risk level.

Create a tag

1. In the Privacy Governance Console, go to Manage Tags.
2. Click Add Tag Group on the bottom left.
3. Name your tag group.
4. Click Add new label.
5. Name your tag.
6. Click Save Changes.

Move a tag to another tag group

1. In the Privacy Governance Console, go to Manage Tags.
2. Select the tag.
3. Drag your tag to the needed tag group.
4. Click Save Changes.

Apply tags to applications

1. In the Privacy Governance Console, go to Applications.
2. Find and select the application.
3. In the left panel, under PII tags, select tags you want to assign.
   

Tags are removed from the application in the same way as they were added.

Search for applications by tag

To see all applications in your district with a specified tag group:

1. Go to the Applications page.
2. In the Filter by Tags field, choose the tag group name you wish to find.
3. Click Apply.

Using tags in Approval workflows

Admins use tags to track and control the approval status of applications in the district. Tags help determine whether an app is ready for classroom use, still under evaluation, or has been rejected.

The app’s approval status updates automatically based on the selected tags. Status priority determines which status is displayed when multiple tags are selected:

Rejected > In Review > Approved > Awaiting Review

• The highest-priority tag overrides any lower-priority tags.
  • Example: If Rejected for Use and Approved for Use are both selected, the app status shows Rejected.
  • Example: If In Review and Approved for Use are selected, the app status shows In Review.
• If no tags are selected, the status defaults to Awaiting Review.

This ensures the most critical state is always visible and prevents conflicting information from appearing to teachers and admins.

Configure tag-based approval rules

Define approval logic based on application tags.

1. Go to the Management > App Review Process in the Admin Console.
   
2. Locate the Tags or Review Status field.
3. For each stage of the review process, select the tag(s) that correspond to that status:
   • Select the tag for Review Requested if the app is newly submitted.
   • Select the tag for In Review while evaluation is ongoing.
   • Select the tag for Approved for Use once the app meets all district requirements.
   • Select the tag for Rejected for Use if the app does not meet requirements.
4. Click Save Changes.

The app’s approval status updates automatically according to the tag selection and priority rules.