Labels

Creating, managing and using labels on registrations in AjourInspect & QA

CONTEXT #

This guide describes the labels function in AjourInspect & QA. EG Ajour has an integrated labels function in AjourInspect & QA. Labels are colour-coded markings that can be linked to registrations directly in the web interface, which provides an overview and makes it possible to visually categorise and prioritise tasks across projects. All you need to do is create the desired labels at system level and assign the right user permissions.

The guide describes the workflow for labels in AjourInspect & QA. The flow covers three areas:

• User permissions: Setting up which users may create system labels and manage labels on registrations
• Management of system labels: Creating, viewing and deleting labels via the administration module
• Using labels on registrations: Assigning, filtering and viewing labels directly in the registration overview

RELEVANCE #

This guide is relevant when you:

• Want to categorise or mark registrations visually with colour-coded labels
• Need to quickly filter registrations based on a specific marking
• Need to set up the labels functionality for the first time in your system
• Want to assign or remove labels across several registrations at once

Labels give a visual overview in the registration list and make it easier to sort and prioritise work tasks.

PREREQUISITES AND REQUIREMENTS #

There are three steps that must be fulfilled before a user can use Labels.

Step 1 – System settings (activated by Ajour): Before the function can be used, Ajour support must activate a system setting at customer level. These settings apply to the entire customer system and are not activated by the customer.

Step 2 – The user must have the permission “Edit system labels”: This permission allows the user to create and edit labels at system level. The permission is assigned manually by an administrator under System permissions → Edit system labels.

The permission is automatically included in the following roles:

Role	Edit system labels
System Administrator	Yes
Project Administrator	No
Project Manager	No
Project Assistant	No
User	No
Observer	No
Box user	No

Users in roles without the permission can be assigned it manually by an administrator.

Step 3 – The user must have the permission “Manage labels”: This permission allows the user to add and remove labels on individual registrations. The permission is assigned manually by an administrator under Project permissions → Inspect/QA → Registrations → Manage labels.

Role	Manage labels
System Administrator	Yes
Project Administrator	Yes
Project Manager	Yes
Project Assistant	No
User	No
Observer	No
Box user	No

Users in roles without the permission can be assigned it manually, project by project, by an administrator.

In addition, the following requirements apply:

• System administrator access is required to create and delete system labels
• You must have access to the Administration module via the top menu
• The user must have the permission “Edit system labels” enabled under System permissions → Edit system labels
• To be able to manage labels on registrations, the project permission “Manage labels” is required under Project permissions → Inspect/QA → Registrations → Manage labels
• Labels must be created at system level before they can be used on registrations

GUIDE (step by step) #

Part A: Assign the necessary user permissions

Step 1: Go to User administration and open the profile of the desired user.

Step 2: Click the Permissions tab at the top of the user information dialog.

Step 3: Under System permissions → AjourBox Company, select the checkbox “Edit system labels” to give the user access to create and edit labels at system level.

Tip: Hover over a permission name to see a short description of what the permission involves.

Step 4: Under Project permissions → Inspect/QA → Registrations, select “Manage labels” to give the user the ability to add and remove labels on individual registrations.

Step 5: Click Save to save the permission changes.

Part B: Create system labels via the administration module

Step 6: Click your cogwheel icon at the top right of the navigation bar and select Administration in the dropdown menu.

Step 7: Click the Labels tab in the top navigation menu in the administration view. You now see the “System labels” page with a list of existing labels.

Step 8: Click the “Add new label” button at the top left. A dialog titled “Create label” opens.

Step 9: Click the colour field (the round colour button to the left of the name field) to select a colour for the label. A colour picker opens, where you can adjust the colour via:

• The graphical colour gradient
• The RGB values (R, G, B)
• The colour bar at the bottom

Step 10: Select the desired colour by clicking in the gradient or adjusting the RGB fields, and then close the colour picker.

Step 11: Click in the name field and enter a descriptive name for the label, e.g. “[purpose or category of the label]”.

Important: The name field is mandatory. If you try to save without a name, the error message “Name is required” is displayed.

Step 12: Click the “+ Add label” button to save the new label. The dialog closes, and the new label is shown in the list of system labels with the status Active.

Tip: You can view and filter labels in the list at any time using the search field at the top right. Use the filters Active and Archived to control the view.

Part C: Delete a system label

Step 13: Find the label you want to delete in the list under System labels.

Step 14: Click the trash can icon in the Actions column next to the label in question.

Step 15: An information dialog confirms that the label has been deleted with the message “[label name] was deleted”.

Step 16: Click OK to close the dialog. The label is removed from the list.

• Warning: Deleting a label is permanent. Make sure the label is no longer in active use on registrations before you delete it.

Part D: Assign labels to registrations

Step 17: Go to AjourInspect & QA via the top navigation and open the relevant project view with the registration list.

Step 18: You can assign labels in two ways:

Method 1 – Via the “+ Manage labels” button on a single registration:

Step 18a: Find the desired registration in the list and click the “+ Manage labels” button in the labels field of the registration.

Method 2 – Via the right-click menu:

Step 18b: Right-click the registration to open the context menu, and select “Manage labels”.

Step 19: The “Manage labels” dialog opens.

Step 20: At the top of the dialog you can choose whether you want to affect:

• Selected registrations (the ones you have selected beforehand)
• All registrations in the current view

Tip: If you want to assign labels to several registrations at once, first select them in the list before you open “Manage labels”.

Step 21: Select the checkbox next to the labels you want to link to the registration(s). Clear the checkbox to unlink a label.

Step 22: Click Save to save the changes. The dialog closes, and the selected labels are now shown as coloured dots in the Labels column on the registration.

Tip: Click Close instead of Save if you change your mind and do not want to save changes.

Part E: Filter registrations by labels

Step 23: In the registration list, click the filter icon (funnel icon) at the top right above the list to open the filter view with column filters.

Step 24: In the Labels column at the top of the list, all available labels are shown with checkboxes.

Step 25: Select one or more labels you want to filter by. The list is updated automatically and shows only registrations that have the selected labels linked.

Step 26: The status overview at the top of the page is updated accordingly and shows the number and distribution for the filtered registrations only.

Note: The Labels filter can be combined with other column filters such as date, category and subject for a more precise search result.

NEXT STEPS #

When you have created and used labels, you can with advantage:

• Create additional labels with different colour coding to support a structured categorisation of registrations across projects
• Adjust the user permissions for other users so that the right employees have access to manage and use labels in accordance with your organisation’s needs