Tags: Overview

The Tags page, located on the top navigation bar, allows an administrative district level user to search, view, print, and/or bulk edit tags within TIPWeb-IT. This is an on-screen way to access the data also located in the Tag Export.

Tags Search Functionality

Tag Search - section allowing the application of filters and the saving of the filter, sort, and column organization settings

• Save Search - saves the current filter set established in the Basic Filters and Advanced Filters areas
  

• Save Search As - creates a new saved search based on the current filter set established in the Basic Filters and Advanced Filters areas
  

• Saved Searches - opens the Saved Searches window and allows the search of existing searches and the deletion of desired searches
  

• Basic Filters - located at the top of the Tags grid, allows a district administrative user to search for specific tag information using the following:

• • Site Name - name the site/location goes by

  • Location - includes: Rooms, Staff, Students, and Transfer

  • Product Type - description of the different types or groups of products (such as laptop, calculator, printer, cell phone, etc...)

  • Status - indicates the state or condition of the item (such as: Available - designated as available for the purpose of issuing, In Use - designated as not available to issue)

  • Asset Type - displays Standalone, Parent, or Component (respective to the tag and if it has a current component relationship established)

  • Manufacturer - company which produces the product

  • Funding Source - the source of financial resources used to purchase an item

  • Vendor - name of an individual or a company who provides/supplies products to your district (similar to a supplier)
    

• Advanced Filters - located at the top of the Tags grid, allows a district administrative user to search for specific tag information using the following:

• • Tag - the unique identifier which is used to track items within TIPWeb-IT (may be an asset tag)

  • Serial - if required by the district, a serial number which was recorded when the tag was issued for a product

  • Asset UID - is available for customers with an asset integration setup (paid add-on to TIPWeb-IT) and displays the unique asset number brought into TIPWeb-IT from the district's integration files (usually sourced from the district's financial or fixed asset system)

  • Product Number - an auto generated field, however, the district level administrative user has the option to enter their own product number

  • Product Name - name of the product

  • Manufacturer - company which produces the product

  • Model - manufacturer's specific version of the product

  • Product Type - description of the different types or groups of products (such as laptop, calculator, printer, cell phone, etc...)

  • Other #1, Other #2, & Other #3 - optional fields used to track miscellaneous information regarding the product

  • Suggested Price - suggested replacement price for the product

  • Site ID - an alpha and/or numeric site number which likely corresponds with the student management system's site ID numbers

  • SKU - defined by a retailer's coding system to distinguish individual products within the respective retailer's point-of-sale system

  • Site Name - name the site/location goes by

  • Location ID - an alpha and/or numeric number which corresponds with the student/staff ID number or Room number of the respective location

  • Location Description - includes: Rooms, Staff, and Students and their respective information

  • Location Type - displays the respective Staff Type or Room Type

  • Asset Type - displays Standalone, Parent, or Component (respective to the tag and if it has a current component relationship established)

  • Parent Tag - displays the tag number of the parent tag the component tag is assigned (respective to the tag and if it has a current component relationship established)

  • Status - indicates the state or condition of the item (such as: Available - designated as available for the purpose of issuing, In Use - designated as not available to issue)

  • Destination - for tags in the status of In Transit, this field displays the site name responsible for receiving the tag once it arrives

  • Status Notes - displays any entered notes entered at the time of a status change

  • Custom Tag Field 1, Custom Tag Field 2, Custom Tag Field 3, & Custom Tag Field 4 - custom fields created by a district administrative user

  • Tag Notes - displays any entered notes

  • RFID - displays Enabled or Not Found for customers with RFID (paid add-on to TIPWeb-IT) to indicate which tags have been associated with an EPC (for districts that do not have this paid RFID add-on, the field displays Not Enabled)

  • Due Date - date the tag must be returned to the site

  • Source - the source of the tagged inventory item: Initial (item was initialized), or Order (item was received from a purchase order)

  • Order Number - an alpha and/or numeric purchase order number

  • Funding Source - the source of financial resources used to purchase an item

  • Purchase Price - amount entered by the district level administrator when adding the product to the respective purchase order (may be different than the product's suggested price)

  • Purchase Date - date the purchase is submitted to a vendor and it is also used to calculate the item's expiration date (may be the date the item's warranty goes into effect)

  • Vendor - name of an individual or a company who provides/supplies products to your district (similar to a supplier)

  • Account Code - an alpha and/or numeric code indicating a district specific financial tracking number

  • Projected Life - number of years the administrative level predicts this product is deemed to be usable

  • Expiration Date - is calculated by subtracting the Purchase Date by the district's predicted Projected Life in number of years

  • Last Scan By - the TIPWeb-IT user name who last issued or changed the status of this tag

  • Last Scan Date - the date this tag was last issued and/or a change of status was made in TIPWeb-IT

  • Last Audit Scan Date - The last date in which the tag was scanned on an audit

  • Last Audit Scan By - The name of the user who performed the last audit scan

  • Room Description - the name of the room (such as: Principal's Office, Library, Chemistry Lab, etc...)

  • Facility ID - the internal number assigned to a facility
    

• Refresh - refreshes and returns the Tags screen filters and search results grid to their original states
  

• Go - applies the filter settings (Basic Filters and Advanced Filters)
  

Filter Results Grid

• Edit Columns - located at the top of the Tags grid, allows a district administrative user to manipulate the columns within the Tags grid by adding or removing TIPWeb-IT data fields

Available fields include: Tag, Serial, Product Number, Product Name, Manufacturer, Model, SKU, Product Type, Other #1, Other #2, Other #3, Suggested Price, Location ID, Location, Department, Area, Asset Type, Parent Tag, Status, Destination Site, Status Notes, Asset UID, Custom Tag Field 1, Custom Tag Field 2, Custom Tag Field 3, Custom Tag Field 4, Tag Notes, RFID, Due Date, Order Number, Source, Vendor, Funding Source, Account Code, Purchase Price, Purchase Date, Projected Life, Expiration Date, Last Scan Date, Last Scan By, Last Audit Date, Last Audit By, Last Audit Scan Date, Last Audit Scan By, Room Description, Region, FRN, Invoice Date, Invoice Number, Invoice Site, Installation Room, Installation Date, and Facility ID.

• Bulk Edit - located at the top of the Tags grid, allows a district administrative user to edit multiple tags at once regarding the following fields:

• • Custom Field – special field created by user denoting specific information for a tag

  • Due Date – date the tag must be returned to the site

  • Funding Source - the source of financial resources used to purchase an item

  • Installation Info – the location (site and room) of a tag, and date the tag is received into that location

• • Purchase Date - date the purchase is submitted to a vendor and it is also used to calculate the item's expiration date (may be the date the item's warranty goes into effect)

  • Purchase Price - amount entered by the district level administrator when adding the product to the respective purchase order (may be different than the product's suggested price)

  • Status – current status of the tag

• Quick Transfer - located at the top of the Tags grid, allows a district administrative user to move available tags from one location to another without scanning each respective tag

• Room to Room - allows the quick transfer of available tags from a room to a destination room within the same site using the Tags filters to select the desired tags

• Site to Site - allows the quick transfer of available tags from a site or multiple sites to a room at a destination site using the Tags filters to select the desired tags

• E-Mail Report  - located at the top of the Tags grid, allows users to e-mail the latest copy of the Tag Listing report to specified users

• Moving Columns - data fields displayed in the Tags grid can be repositioned by dragging the desire column to a new location with the grid
  

Tags Reports

The Tags page provides reports to be viewed/printed. Filtered results will be displayed within the respective report with the exception of the Archived Inventory report and the Room Audit Detail report.

• Inventory Quantity Report – displays in PDF format, lists total quantities of tags based on criteria defined by user

• Archived Inventory - displays,in .xls (Microsoft Office Excel spreadsheet format. XLS or XLSX files contain rows and columns of cells and each cell can hold a data point.) format, tags within TIPWeb-IT which have been archived, including detailed information regarding each tag (archive date,archive notes and the district administrative user who performed the respective archive process)

• Components Listing - displays, in .csv (The comma-separated values (CSV) file format is used to store tabular data in which numbers and text are stored in plain-text form that can be easily written and read in a text editor. Traditionally, lines in the text file represent rows in a table, and commas separate the columns.) format, a listing of all current component tags and parent tags within the district

• Room Audit Detail Report - displays, in .xls (Microsoft Office Excel spreadsheet format. XLS or XLSX files contain rows and columns of cells and each cell can hold a data point.) format, tags and their respective audit state for room audit(s) within a respective campus

• Status Lifecycle Report - displays, in .csv (The comma-separated values (CSV) file format is used to store tabular data in which numbers and text are stored in plain-text form that can be easily written and read in a text editor. Traditionally, lines in the text file represent rows in a table, and commas separate the columns.) format, a list of the tags displayed (within the Tags grid) every time each tag was in a particular status (user selects the desired Status and Date Range within the Status Lifecycle Report window)

• Tag Listing - complete listing, in .csv (The comma-separated values (CSV) file format is used to store tabular data in which numbers and text are stored in plain-text form that can be easily written and read in a text editor. Traditionally, lines in the text file represent rows in a table, and commas separate the columns.) format, of tags within TIPWeb-IT and has detailed information regarding each tag (includes a greater amount of tag information than the Tags screen displays)

• Tag Depreciation Report - displays, in .csv (The comma-separated values (CSV) file format is used to store tabular data in which numbers and text are stored in plain-text form that can be easily written and read in a text editor. Traditionally, lines in the text file represent rows in a table, and commas separate the columns.)(The comma-separated values (CSV) file format is used to store tabular data in which numbers and text are stored in plain-text form that can be easily written and read in a text editor. Traditionally, lines in the text file represent rows in a table, and commas separate the columns.) format, information related to the value of tags as determined by select filters and provides the depreciation value of the tags
  

NOTE:

Customers with the Departments Feature (Departments is an optional feature which must be purchased to enable it within TIPWeb-IT. This feature allows for the ability to assign Departments to users and tags. Those users assigned to a specific department(s) will only be able to access/view/modify tags assigned to the respective department. For more information about the Departments Feature, contact Customer Support at support@hayessoft.com or 800-495-5993.) installed, will also display a “Departments” field within the Advanced Filters.

When creating a Tag Depreciation Report, annual depreciation and depreciated value are calculated only when the purchase price, purchase date, and projected life of a tag is available.