Tag Management

Tags are labels the practice defines for itself, grouped into color-coded categories and assigned to patients, clinical entries, and individual images. The tag library is kept on the Tag Management page and offered wherever a record can be labeled. Clinician and Assistant accounts can both edit the library and assign tags.

The Tag Management Page

The Tag Management page opens from the sidebar, or from the Tag Management quick action on the Summary page. Each category is a card, with its tags shown as pills inside it. A counter above the list reports how many categories exist, and Expand All or Collapse All opens or closes every card at once.

The search field at the top matches category names and tag names. A category whose name matches keeps all of its tags visible; any other category shows only its matching tags.

Every edit on this page is held as a pending change. The header bar reports how many changes are pending and carries Save Changes and Discard. Nothing is saved until Save Changes is used, and leaving the page with pending changes asks for confirmation first.

Tag Categories

A category groups related tags under one name and color, such as Body Region, Condition, or Treatment Stage. The category color is applied to every tag inside it, so a tag's category can be read at a glance on a patient card, an image card, or a filter.

• Creating: Add Category creates a card named "New Category" in the next color of the palette. Repeated use adds a number, such as "New Category - 1".
• Renaming: the name is edited in place in the card title, up to 20 characters, and applied with Enter or by clicking away. An empty or duplicate name is declined and the previous name is restored.
• Recoloring: Category Color offers eight colors: blue, amber, fuchsia, emerald, violet, orange, cyan, and rose.

Illustrative demo with synthetic data. Learn more

The Auto-suggest from Category toggle on each card decides whether the category's tags are offered when a record is labeled. Turning it off retires a classification from daily use: the category, its tags, and every existing assignment stay in place.

The More Options menu on each card holds two actions:

• Remove Unused Tags marks every tag in the category that is assigned to no record for removal.
• Delete Category marks the category and its tags for removal. It is available only while no tag in the category is assigned to a record.

Until Save Changes is used, each marked tag or category is restored from its own undo control.

Tags

A tag belongs to exactly one category. Tag names are lowercase, up to 30 characters, and unique within their category. Each tag shows a usage count: the number of patients, clinical entries, and images it is assigned to directly, with inherited appearances not counted. A tag can be deleted only while its count is zero.

Creating Tags

• On the Tag Management page: Add Tag on a category card adds a pill named "new tag", ready to be renamed.
• While labeling a record: the Create tab of the tag drawer takes a tag name and an existing category or a new category name. The tag is created and assigned in one step, and a new category receives the next color of the palette.

Illustrative demo with synthetic data. Learn more

Renaming and Deleting Tags

A tag name is edited in place on its pill and applied with Enter or by clicking away. A duplicate name within the category is declined. Every record carrying the tag shows the new name once the change is saved.

Illustrative demo with synthetic data. Learn more

The trailing control on a pill marks the tag for deletion, and becomes an undo control while the deletion is pending. For a tag that is still assigned, the control is dimmed and using it explains that the tag is in use.

Pending Change Markers

While changes are pending, each affected card and pill carries a marker:

• Green with a plus: created in this editing session.
• Blue with a pencil: edited.
• Red with a cross: marked for deletion.

Assigning Tags to Records

Patients, clinical entries, and images are tagged in the same drawer:

• Patients: Assign Tags on the patient details page.
• Clinical entries: Assign Tags in the entry's Tags & Notes section.
• Images: Manage Image Tags on an image card or list row in the Image Pool, or Assign Tags in the Image Properties drawer.

The drawer opens on its Library tab, which lists the tags by category in their category colors. Its search matches tag names and category names, so searching for a category brings up all of its tags. Selecting a tag assigns it, and selecting it again removes it. Categories with Auto-suggest turned off contribute no tags to the list. The Create tab adds a new tag, as described above.

When the changes are saved depends on the record:

• Patients: tag changes join the other edits on the patient details page. A removed tag stays visible, struck through, with an undo control, and Save Changes in the page header saves the tags with the rest of the record.
• Clinical entries and images: the assignment is saved when the drawer closes.

Illustrative demo with synthetic data. Learn more

Illustrative demo with synthetic data. Learn more

Illustrative demo with synthetic data. Learn more

Tag Inheritance

Tags assigned lower in the record appear automatically at the levels above:

• The tags of the images in an entry's workspace appear on that entry.
• The tags of a patient's entries, including the tags those entries inherit, appear on the patient. Images in no entry workspace pass their tags to the patient directly.
• Tags assigned to a patient stay at the patient level.

Inherited tags are listed apart from the assigned tags, labeled "Auto-inherited from images in Workspace" on an entry and "Auto-inherited from the patient's entries and images" on a patient. They are read-only there and are changed where they were assigned. Because of inheritance, a tag filter on the Patient Database also finds a patient whose only match is a single image.

Filtering by Tags

Tags filter the Image Pool, as described in Uploading and Organizing Images, and the Patient Database, where the filter covers assigned and inherited tags alike, as described in Patient Search and Filtering.

CSV Import and Export

Both actions sit in the More Options menu of the Tag Management header bar. They let a practice keep one tag library across several deployments, or start a new installation with an established library.

Export Tags saves the whole library as a CSV file named user-tags-YYYY-MM-DD.csv. Category names form the header row, and each category's tags are listed alphabetically beneath its name. The action is available once at least one category exists.

Illustrative demo with synthetic data. Learn more

Import Tags reads a CSV file of the same shape, up to 5 MB:

• A header that matches an existing category adds its tags to that category. Any other header creates a new category in the next color of the palette.
• Tag names are lowercased, and unsupported characters are removed.
• A tag that already exists in its category is skipped.

Imported categories and tags arrive as pending changes with the usual markers, so the import is reviewed, adjusted, or discarded before it is saved.

Illustrative demo with synthetic data. Learn more

Related Resources

• Managing Patients for the patient record, where assigned and inherited tags are shown
• Clinical Entries and Appointment Notes for the entry workspace whose images pass tags upward
• Uploading and Organizing Images for tagging and filtering the Image Pool
• Patient Search and Filtering for tag filters on the Patient Database