Using Active Tags to Automatically Provide Content Access

This article provides on overview on how to use active tags to quickly and automatically provide content access to your users, and consists of the following parts:

Active Tags Explained
Applying Active Tags to Circles
Applying Active Tags to Admin Groups

Active Tags Explained

In Veelo, you can apply Active Tags to Circles and Admin Groups. Once you do, the system will start matching those active tags with tags on content and users, and begin automatically adding all content and users that match to those Admin Groups and Circles. This provides you with a quick and easy way to provide content access to teams of users.


Common use cases for Active Tags include:

Providing Automatic Content Access when Provisioning Users through the CRM

For Premium and Enterprise customers who opt to provision users through the CRM, you can automatically provide content access at the same time by applying user tags within the CRM and applying the same tags as Active Tags to Circles.

Quick and Easy Class Setup

Active Tags make it easy to create classes by matching tags based on topic, training cohort, and more.

Quickly Moving Large Groups of Users or Content between Circles and Admin Groups

Active Tags are generally useful when you need to quickly and efficiently move users and content between Admin Groups, or when you need to automatically provide content access to large groups of users.


Removing users and content from those Circles and Admin Groups is as easy as deleting the matching tags from those users and pieces of content.


NOTE: Once you've applied an Active Tag on a user or a piece of content, you can't remove them from Circles and Admin Groups using the usual methods; you need to delete those tags instead.

Applying Active Tags to Circles

  1. In the Management Controls area, go to the Circles tab and click on a Circle you'd like to apply an Active Tag to. Once in the Circle settings page, click on the Manage This Circle tab, and expand the Active Tags area. Click on the New Active Tag button.

     
  2. Add the tag you wish to use as an Active Tag by entering the Tag Category and the Tag. You can create a new one, or click on Show All Tags to view and apply an existing tag.

     
  3. You can now see the number of users and pieces of content that match your Active Tag. In this example, you can see that eight files match the Active Tag Industry: Healthcare, which means those eight files will be automatically added to this Circle.

     
  4. Apply those same tags to add more users and content to this Circle. For detailed instructions on how to add tags to content, please see Tagging Content. The procedure is the same for all content types as well as for users.

Applying Active Tags to Admin Groups

  1. In the Management Controls area, click on your name in the upper right corner, then click on Organization Settings.

     
  2. Click on the Edit Groups button.

     
  3. Click on the Edit Tags button next to the Admin Group you wish to add the Active Tags to.

     
  4. Expand the Active Tags area, and click on New Active Tags.

     
  5. Add the tag you wish to use as an Active Tag by entering the Tag Category and the Tag. You can create a new one, or click on Show All Tags to view and apply an existing tag.

     
  6. Click Done Editing to save your changes. The system will now start automatically adding content and users that match this Active Tag to the admin group.

    To add more users and content to this admin group, apply the same Active Tag you used for the Admin Group. For detailed instructions on how to add tags to content, please see Tagging Content. The procedure is the same for all content types as well as for users.