Ask the Community
Groups
Flags - Connect IT Community | Kaseya
<main> <article class="userContent"> <p>The Flags feature allows you to quickly flag a document for future review and reference. A document's flagged state is designated by a special flag icon beside the document title in the <strong>Document</strong> list view and the document itself. This makes tracking and organization much easier.</p> <h3 data-id="increasing-visibility-through-flags">Increasing visibility through flags</h3> <p>The Flag feature lets you:</p> <ul><li>Create custom flags (e.g. Incomplete, Needs Review)</li> <li>Add a specific flag and description to a document to indicate what could be actioned</li> <li>Set a specific flag type as the default to ensure all new documents will automatically have this default flag added</li> <li>Filter flags in Document and Global list view based on flag type for quick identification</li> <li>Managers with access to all organizations and Administrators can create, edit, or delete flag types in <strong>Account > Flag Types</strong> </li> <li>Add Flag Types to any document a user has access to within an Organization</li> </ul><h3 data-id="creating-flag-types">Creating flag types</h3> <ol><li>Log in to IT Glue and navigate to <strong>Account > Flag Types</strong>.<br><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/HWA1VEZWXQ80/account-settings-it-glue-2.png" alt="Account_Settings___IT_Glue-2.png" class="embedImage-img importedEmbed-img"></img></li> <li>In the <strong>Flag Types </strong>main page, click the green <strong>+ New </strong>button.</li> <li>In the <strong>New Flag Type </strong>page, enter a name for the new flag, choose a flag color, and click outside the box to save the color selection. Click the <strong>Save </strong>button at the bottom of the screen to confirm your changes. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/JKYZABB26O1G/new-flag-type-it-glue.png" alt="New_Flag_Type___IT_Glue.png" class="embedImage-img importedEmbed-img"></img></p> <div> <strong>Note: </strong>Select the <strong>Make this flag type default </strong>checkbox<strong> </strong>if you want the new flag to be automatically added by default to all new documents going forward. However, only one default flag can be set. If you set a new default flag when a prior default flag already exists, the below warning message will appear. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/067RMI2D2KAV/edit-flag-type-it-glue.png" alt="Edit_Flag_Type___IT_Glue.png" class="embedImage-img importedEmbed-img"></img></p> </div> </li> <li>Navigate back to <strong>Account > Flag Types</strong> to see your newly created flag type, default status, and color in the list view. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/OOBZDHQ2Z53T/flag-types-it-glue.png" alt="Flag_Types___IT_Glue.png" class="embedImage-img importedEmbed-img"></img></p> </li> </ol><h3 data-id="editing-flag-types">Editing flag types</h3> <ol><li>In the <strong>Flag Types </strong>main page, find the flag type, and click on the pencil icon.<br><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/8SCEL80TPBK0/flag-types-it-glue.png" alt="Flag_Types___IT_Glue.png" class="embedImage-img importedEmbed-img"></img></li> <li>Make the required edits and click <strong>Save</strong>.</li> </ol><h3 data-id="deleting-flag-types">Deleting flag types</h3> <p>To remove the flag globally, click the garbage can icon in the <strong>Flag Types </strong>main page. Keep in mind that Administrators and Managers with access to all organizations can also delete flag types.</p> <div> <strong>Warning:</strong> Deleting a flag type will remove the flag from all assets currently using it. This action cannot be undone.<br><img src="https://us.v-cdn.net/6032361/uploads/migrated/VU4I424QJDDP/flag-types-it-glue-1.png" alt="Flag_Types___IT_Glue__1_.png" class="embedImage-img importedEmbed-img"></img></div> <h3 data-id="flagging-a-document">Flagging a document</h3> <p>A flag can be added to a document in view or edit mode.</p> <ol><li>Navigate to the document you want to flag in <strong>Organizations > Documents</strong>. Click on the document to open it.</li> <li>At the top of the screen under the document title, click <strong>Add Flag</strong>. Select the Flag Type in the drop-down menu. <div> <strong>Note:</strong> When a new document is created, the default flag will be automatically selected if one exists. Refer to Step 3 in the <em>Creating Flag Types </em>section of this KB for more details.</div> <img src="https://us.v-cdn.net/6032361/uploads/migrated/66F2KG8VLFQN/documents-crm-connect-to-outlook-for-the-first-time.png" alt="Documents_-_CRM_-_Connect_to_Outlook_for_the_first_time.png" class="embedImage-img importedEmbed-img"></img></li> <li>Here, you have an option to add a description to the flag. Click <strong>Save</strong>.<br><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/2TBMLUMBRUVF/documents-crm-connect-to-outlook-for-the-first-time.png" alt="Documents_-_CRM_-_Connect_to_Outlook_for_the_first_time.png" class="embedImage-img importedEmbed-img"></img></li> </ol><h3 data-id="viewing-flags-and-flag-descriptions-in-it-glue">Viewing flags and flag descriptions in IT Glue</h3> <p>In the <strong>Documents</strong> list view <strong>(Organizations > Documents)</strong>, the colored dot appears beside the document if a flag has been added to it. Hover your mouse over the dot to read its description.<br><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/Y3A7R6P92LGQ/screen-shot-2019-05-29-at-7-24-56-am.png" alt="Screen_Shot_2019-05-29_at_7_24_56_AM.png" class="embedImage-img importedEmbed-img"></img></p> <p>Another way to view flags and their associated descriptions in the Global list view <strong>(Global > Documents)</strong>.<br><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/X0H19HPKSSIT/screen-shot-2019-05-29-at-7-30-07-am.png" alt="Screen_Shot_2019-05-29_at_7_30_07_AM.png" class="embedImage-img importedEmbed-img"></img></p> <h3 data-id="filtering-for-flags">Filtering for flags</h3> <p>The Flag feature lets you easily filter for all documents with a specific flag type within the <strong>Document</strong> list view from both the Organizational and Global levels.</p> <ul><li>Organizational Level <ul><li>Navigate to <strong>Organization > Documents </strong>and click the <strong>Filter columns or Search keywords </strong>bar. Select the <strong>Flag </strong>filter. Select the flag type from the drop-down menu.<br><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/V4JDG761APWP/documents-it-glue.png" alt="Documents___IT_Glue.png" class="embedImage-img importedEmbed-img"></img></li> </ul></li> <li>Global Level <ul><li>Navigate to <strong>Global > Documents</strong> and type in the flag type in the first column.<br><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/MWFOAA2J3213/documents-it-glue.png" alt="Documents___IT_Glue.png" class="embedImage-img importedEmbed-img"></img></li> </ul></li> </ul><h3 data-id="find-flagged-documents-in-it-glue-search">Find flagged documents in IT Glue Search</h3> <ol><li>From any screen in IT Glue, start your search by: <ul><li>Clicking the <strong>Search bar</strong> at the top of the screen</li> <li>Pressing "<strong>Q</strong>" on your keyboard</li> <li>Pressing "<strong>/</strong>" on your keyboard</li> </ul><div> <strong>Note:</strong> If you are searching outside of an organization, all three methods above will allow you to search on a Global level only. If you are searching within an organization, you can toggle the parameters of the search to either organizational or global levels by clicking the globe/house icon. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/H0PI7LF8VFZ9/skitch-background-google-docs.png" alt="Skitch_Background_-_Google_Docs.png" class="embedImage-img importedEmbed-img"></img></p> </div> </li> <li>Type in <strong>"flag:[flag type]"</strong>. The search will return all documents with the associated flag type and provide a preview the first document in the list. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/5SH0VEWOCZRY/happy-frog-it-glue.png" alt="Happy_Frog___IT_Glue.png" class="embedImage-img importedEmbed-img"></img></p> <div> <strong>Tip!</strong> In the preview pane, you can click the speech bubble icon to view the flag description.</div> <p><img src="https://us.v-cdn.net/6032361/uploads/migrated/1FB4NC6R7DW1/screen-shot-2019-05-29-at-8-00-09-am.png" alt="Screen_Shot_2019-05-29_at_8_00_09_AM.png" class="embedImage-img importedEmbed-img"></img></p> </li> </ol> </article> </main>