||DO NOT use "LOC" to name Tags. LOC is reserved for BestNotes background functionality.|
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||NOTE: A user must be logged in as the system administrator to create and edit Access tags.
Access tags limit (restrict or allow) a user's access to specific clients' information. Example:
The system administrator does not want the admissions staff to see past clients' information
They would create a "Past" Access tag and assign it to all past clients.
To limit access to past clients' information, system administrators will not not give permission (Access tag) to the admissions users to see anyone with the "Past" tag.
||NOTE: Most contacts should only have one Access tag and as many Fixed tags as needed. A common indicator that a client is tagged incorrectly is if they have an Inquiry Access tag and Current Access tag. A client will most likely not be inquiring and current at the same time. This is a great way to check whether your clients are tagged correctly.
To give a top-level Administrator User full access to see all clients and users, only give them the Global Access Tag.
Another example of Access tags; using them as locks and keys to file drawers or cabinets:
If a user has an Access tag (key), they can have "access" to the file drawer or cabinet of contacts with the same Access tag.
- When a client is moved off of one Access tag to another Access tag (cabinet or drawer), such as Inquiry to Current,
Only the users with the Current Access tag (key) will have access to that client.
Fixed Tags (category/User tags):
User Permissions Required (contact your BestNotes System Administrator for user permissions):
When a group therapy session for clients with an eating disorder is held
Create an "eating disorder group" tag
Tag each participant in this group with this tag
Group Notes and information can now be sent solely to this group.
These tags can be used to assist in creating reports.
NOTE: User tags are the same as Fixed tags and are only for categorization purposes.
Tag Notifications help users know when changes occur.
Access tags (System Administrator login only) restrict access for users, so it is best that each contact only has one Access tag at a time. Fixed tags categorize contacts, so they can have more than one.
To create a new tag, simply click on the tag icon with the green plus above the column of tags in which to add.
Add name, switch from Access to Fixed tags and / or add tag notifications.