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How do I use tags with expiration dates in Workforce Planning?

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Background

Tags are specific criteria that can be created and added to both people and projects in Workforce Planning. For people, tags can store expiration dates which can help track when actions need to be taken, such as when a person needs to attend a training or update a certification. Common tags include CPR, Fork Lift, OSHA, etc. You can configure notification profiles to receive alerts about tags that are expiring or track expiration dates using the Tags Requiring Action Report.

Answer

To use tags with expiration dates, follow these steps:

  1. Configure Tags for Workforce Planning
  2. Assign Tags to People
  3. Configure and Assign Notification Profiles
  4. Export the Tags Requiring Action Report

1. Configure Tags for Workforce Planning

First, create the tags that you want to track. When configuring the tag, mark the tickbox to track the expiration date and enter a number of days to be warned ahead of the tag expiring.

  1. Navigate to the Company level Workforce Planning tool.
  2. Click the Configure Settings icons-settings-gear.png icon.
  3. Click Tags.
  4. Optional: To group tags in categories, click the Group Tags in Categories? toggle to ON.
    1. To create a new tag Category, click New in the 'Categories' section.
    2. Enter the Category Name.
    3. Click Save.
  5. In the Tags section, click New.
  6. Configure your tag with the following properties:
    1. Name*. Enter the name of the tag.
    2. Colour. Enter the colour of the tag.
    3. Require Expiration Date. Mark this tickbox if the tag requires an expiration date.
      Note: If requiring an expiration date, the expiration date needs to be added when adding the tag to a person's profile. This is commonly used to track a person's certifications. For more information, see How do I use tags with expiration dates?
    4. # Days Warning Ahead of Expiration. Enter the number of days in advance the person will be notified when their tag is expiring.
    5. Globally Accessible to All Groups. Mark this tickbox if you want to make this tag available in all groups. See Configure Groups for Workforce Planning.
    6. Groups*. If you choose not to make the tag available to all groups, select which groups should have access to the tag.
    7. Abbreviations (5 Characters). Enter the tag's abbreviation.
    8. Categories. If you chose to categorise your tags, select the categories in which the tag should appear.
  7. Click Save.

2.  Assign Tags to People

Next, assign the tag to people and enter the expiration date. The expiration date could be the date by which a person needs to take a class or the date that their certification is expiring.

Follow these steps to:

Add Tags for People

  1. Navigate to the Company level Workforce Planning tool.
  2. Click People and select People List.
  3. Locate the user record to modify. Then click their name.
  4. Locate the 'Tags' section and click New.
  5. From the drop-down menu, select the desired tag and click Save.
  6. Optional: Upload any files related to the tag, for example proof of certification.
  7. If the tag requires an expiration date, add the Expiration Date.
    Note: This is commonly used when adding tags for certifications.
  8. Click Done.

Edit Tags for People

  1. Navigate to the Company level Workforce Planning tool.
  2. Click People and select People List.
  3. Locate the user record to modify. Then click the name.
  4. Locate the 'Tags' section and click Edit.
  5. Click the Gear icon-gear-wfp.png icon next to the tag you want to edit.
  6. Optional: Upload any files related to the tag, for example proof of certification.
  7. Optional: Update the Expiration Date.
  8. Click Done.

Remove Tags for People

  1. Navigate to the Company level Workforce Planning tool.
  2. Click People and select People List.
  3. Locate the user record to modify. Then click their name.
  4. Locate the 'Tags' section and click Edit.
  5. Click the Remove icon-gear-wfp.png icon next to the tag you want to delete.
  6. Click Remove Tag.

3. Configure and Assign Notification Profiles

To receive alerts about expiring tags, create or update an existing notification profile and assign that profile to the users that should receive the alerts.
Note: Users can only have one notification profile at a time.

  1. Navigate to the Company level Workforce Planning tool.
  2. Click the Configure Settings icons-settings-gear.png icon.
  3. Select Notification Profiles.
  4. Click New.
  5. Enter the Name of the notification profile.
  6. Select the desired notifications about tags that the user should receive:
  7. Click Save.

Once you've configured the Notification Profile, assign it to the user that should receive the alert:

  1. Navigate to the Company level Workforce Planning tool.
  2. Click People and select People List.
  3. Locate the user record to modify. Then click their name.
  4. Locate the 'Info' section and click Edit.
  5. Locate 'Notification Profile' and select the profile with the notifications the user should receive.
  6. Click Save.

4. Export the Tags Requiring Action Report

To see a report of tags that are expired or within their warning window, you can export the Tags Requiring Action report.

  1. Navigate to the Company level Workforce Planning tool.
  2. Click Reports and select Tags Requiring Action.
  3. From the drop-down list, choose the Category of tags.
  4. Mark the tickboxes for the Tags to include in the report.
    Note: You can only choose tags that are configured with an expiration date.
  5. Configure your report with the following options:
    • To 'Include Tags that are not expired but within their warning range,' move the toggle to the ON position. See How do I use tags with expiration dates in Workforce Planning?
      Note: If this toggle is OFF, only expired tags are included in your report.
    • To 'Show Employee Number,' move the toggle to the ON position.
    • To 'Show Employee Job Title,' move the toggle to the ON position.
    • Select whether to display the tag by Name, Abbreviation or Both.
    • To 'Show Expiration Date,' move the toggle to the ON position.
    • To 'Show Time Until Expiration,' move the toggle to the ON position.
  6. Click the export icon-export-wfp.png icon, then select to download a CSV or PDF. 
    • If exporting a PDF, select the page orientation and paper size.
  7. Click Export CSV or Export PDF.
 Tip

If a report does not immediately download, you can check the status by navigating to Reports and Queued Download.