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Tags and Bulk Edit

As your library grows, two tools keep it tidy. Tags are short labels, like "Compliance", "New Patient" or "Billing", that group standards across departments. Bulk Edit changes many standards in one go, so you don't have to fix the same field one by one.

Tags​

Your practice has one approved list of tags that everyone picks from. Because the list is shared, you don't end up with "front desk", "Front Desk" and "frontdesk" as three different tags. Renaming a tag renames it on every standard that has it.

Add tags to a standard​

  1. Open the standard and click Edit.
  2. In Tags, start typing in Add tags.... Matching tags from your practice's list appear.
  3. Pick one with the mouse, or use the arrow keys and press Enter.

To remove a tag, click the x on it, or press Backspace in the empty box to remove the last one. Click Save when you're done.

You can also add tags in Bulk Edit and on the draft cards in Create with SOPHIE.

When the tag you want doesn't exist​

If what you type isn't on the list, the menu offers one of two things:

  • Create "your tag" adds it to the practice's list straight away. This works for people whose role can edit workspace settings.
  • Request "your tag" sends a request to the workspace owner's Inbox. You'll see "Tag … requested — an admin will review it". Once it's added, you can pick it like any other tag.

If you click Create but your role can't add tags, SOPHIE tells you "You do not have permission to add new tags in this workspace." Use Request instead, or ask a manager.

Manage your practice's tags​

People who manage the workspace can look after the list in Settings › SOP tags (under Workspace).

  • Add tag: type a name in New tag and click Add.
  • Import from SOPs: picks up every tag your standards already use and adds it to the list. This is handy the first time you set tags up.
  • Rename: click the pencil next to a tag, type the new name, and press Enter. Every standard with that tag is updated.
  • Delete: click the trash icon and confirm with Delete. The tag is removed from every standard that has it.
  • Merge: tick two or more tags and click Merge. Type the name to keep (Name to keep) and click Merge. Every standard that had any of them ends up with that one name, and the others are deleted. If the name you type already exists, the others are folded into it.

Use Search tags to find a tag in a long list.

Where tags show up​

  • On each standard's Properties card, as #tag pills.
  • On cards and in the Tags column of the Standards library.
  • In SEARCH at the top of the screen: searching a tag name finds the standards that have it.
note

The Standards library's own search box looks at titles only, and there's no Tags filter there. To find everything with a tag, use SEARCH at the top of the screen.

Bulk Edit​

Bulk Edit turns the library into an editable table. Use it to give a batch of standards the same owner, move them into a department, set a schedule for a group of roles, or tidy up titles.

Start Bulk Edit​

  1. Go to Standards and use Filters to narrow the list to the standards you want. This is optional, but it makes selecting easier.
  2. Click Bulk Edit in the toolbar. The page switches to a table with checkboxes and a property panel above it.
  3. Click Cancel (the same button) when you're finished.

Your selection is kept if you change the search or filters while in Bulk Edit, so you can build up a selection from several searches.

Use the Columns: chips to show or hide Status, Owner, Assignees, Department, Flow, Spaces, Schedule and Tags. Title is always shown.

Change many standards at once​

  1. Tick the standards you want to change. The checkbox in the header selects every standard in the current list. The panel heading changes to Apply to N SOPs.
  2. In the panel, set the properties you want to change:
    • Owner: the roles that own them.
    • Assignees: the roles that do them.
    • Department
    • Flow: Patient, Admin or Office.
    • Spaces: specific locations, or All spaces (global).
    • Schedule: how often and when. This opens the same schedule editor as a single standard. See Roles and schedules.
    • Tags
  3. Click Apply Changes. SOPHIE updates each standard in turn ("Updating 3 of 12...") and then shows how many were updated and how many failed, with the reason for any failure.

How the changes apply:

  • Only the properties you set are changed. Everything else on each standard stays as it is.
  • Most properties replace what's there. Setting Owner to Office Manager makes Office Manager the only owner on every selected standard.
  • Tags are added, not replaced. Each standard keeps its existing tags and gains the new ones.
  • Schedules go to the right roles. If you also set Assignees, the schedule applies to those roles. If not, it applies to each standard's existing assigned roles.

Edit one cell at a time​

You don't have to select anything to make a quick fix. In Bulk Edit, click any cell in the Title, Owner, Assignees, Department, Flow, Spaces, Schedule or Tags column to change it right there. The change saves immediately. For titles, press Enter to save or Esc to cancel. Hover over a title and click the open icon to view the full standard.

A standard needs assigned roles before it can have a schedule. If it has none, the schedule cell says "Add assignee roles before setting a schedule."

Delete in bulk​

Delete (N) in the panel deletes every selected standard. The trash icon at the end of a row deletes just that one.

No confirmation step

Deleting from Bulk Edit happens as soon as you click, with no "Are you sure?" step. Deleted standards go to Trash and can be restored for 30 days.

Good to know​

  • Status can't be changed in bulk. The Status column is for reference. Publish or return standards to draft one at a time. See Review and publish.
  • Your role decides what saves. Anyone can open Bulk Edit, but changes only save if your role can edit standards. Deleting needs a role that can manage standards. If a change isn't allowed, it's listed under "failed" with the reason.
  • Changing assignees changes people's lists. Assigning or unassigning roles, or changing a schedule, changes what lands on your team's My Day from the next scheduled day.
  • Renaming or deleting a tag affects every standard that has it. Merging is usually safer than deleting a near-duplicate.