LeanIX - Product Documentation

Welcome to the LeanIX Product Documentation. Here you will find all the basic information you need to start working with LeanIX. Besides that, we provide well-structured information on how to get more out of LeanIX, best-practices, and use-case specific guidelines. Feel free to spread this product documentation in your company and use it as a common information source to answer your colleagues’ most urgent questions.

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Use Tags for more powerful insights

Tags are a powerful feature to classify Fact Sheets with categories that are not covered by existing attributes or via relationships. This section shows you how to handle tags in a structured way to gain meaningful insights that are configured to your specific use-cases.

Tagging is a powerful feature to extend the data model of LeanIX and use individual aspects for filtering, documentation, highlighting and reports. This page explains

  • How tags can be created and grouped
  • How to assign tags to Fact Sheets
  • How to filter with tags in the Inventory and in the Reporting
  • How to use tags in the Reporting to create powerful individual views

How to create tags

As an administrator, you can decide between three different options:

  • On-the-fly tagging: All Workspace Members and Admins can create new tags directly in the Fact Sheet
  • Pre-defined tag groups OR On-the-fly tagging: For fact sheet types where tag groups are pre-defined by an Admin, on-the-fly tagging is disabled, otherwise Members and Admins can create their tags on-the-fly
  • Pre-defined only: Only Admins can create tags

In case of the 2nd or 3rd option, please reach out to your Administrator if you want to create a new tag. He has an UI to maintain tags and group them:

How to assign a tag to a Fact Sheet

At the top of a Fact Sheet, you have the option to maintain tags. By clicking on "Add tag", a Pop-Up guides you through the available choices:

  • In case "on-the-fly" tagging is active, just type the name of your tag. If this tag is not known yet, you have the option to create a new one
  • Otherwise, you can choose from the list. The tags are grouped by tag group to guide you through the commonly used options, and show the colours which appear in the reporting

How to filter with tags

Both in the Inventory and in the Reporting, Tags can be used like all other fields to filter. You can use both the filter facets and the filter bar.

The little "Settings" button allows you to combine more than one element with an "at least one", "all" or "none" operator:

You can further filter for more than one tag groups and combine the filters with an "and" operator. In the example below, all applications with SLA bronze OR gold AND with "exception" in Product Catalogue are shown.

How to use tags in reporting

For many reports, tag groups can be used to create individual views. Views based on tags can be created for tags of the mode "single". Tags of the mode "multi" cannot be shown in a report as a view.

Below, you can see both Application Landscape and Matrix with the colors defined in the Admin UI. You can save, share and export those individual reports as every other report in LeanIX.

How to delete tag groups

If you want to delete a tag group, that is related to a lot of Fact Sheets, there is a simple way to do that. You don't need to open every Fact Sheet and delete them one per one.

  • Go to the inventory and select the tag group you want to delete (use the left menu bar).
  • Make an export and download the Excel-File (use the right menu bar and click on the button "Export").
  • Select all tags you want to remove in the Excel-File and delete them.
  • After you deleted all the tags, make an import (use the right menu bar and click on the button "Import") and the tag group is removed from your LeanIX Pathfinder.

Attention:

  • While importing data from Excel in LeanIX we recommend to always have "Test Run" checked to ensure that the import is going to run smoothly and no unexpected errors occur. Make sure you are familiar with our section Import & Export your Data.
  • Check the archived Fact Sheets (Trash Bin in the left menu bar) and get sure to delete the tag groups also there.

How to delete a tag

To delete a single tag, go to Administration - Tagging and select your tag from the tag group. A red button "Delete tag" occurs in the detail view. Deleting a tag this way will only succeed if there is no more Fact Sheet - even no archived Fact Sheet - linked to the tag.

Delete tags from archived Fact Sheets

Information

The following steps will also work for deleting Subscription roles that are still attached to archived Fact Sheets.

Manual deletion of a tag used by archived Fact Sheets

When trying to delete a tag that is still connected to a Fact Sheet (active or archived) you will see the error message shown in the screenshot below. To be able to delete the tags you need to walk through the following steps (example: tag is still related to an archived Fact Sheet)

To get rid of the tag first, you need to go to the inventory and select the Trash Bin filter and the tag that you actually want to delete. This will give you a list with all the Fact Sheets that are still related to this tag. In our case, we find out that the Application "EAM Legacy Application" is still related to the tag "Non-Standard".

As a next step, you need to select all the Fact Sheets from the list and recover them in order to be able to remove the tag. Archived Fact Sheets cannot be edited.

As soon as the Fact Sheet is restored, you will be able to remove the tag by clicking the x next to the tags name and save the edit. Now that the tag is removed, you can archive the Fact Sheet again.

After removing the tag from the Fact Sheet, you are ready to go back to the admin area and delete the tag from the tag group.

The tag will be successfully removed from the tag group. You will not see any error message.

Best Practice

The manual process is the fastest way to get rid of tags if they are not related to more than 10-15 archived Fact Sheets. If you have more Fact Sheets related to a certain tag it makes sense to have a look at the upcoming section. If you are not familiar with using GraphQL feel free to contact support@leanix.net.

Deletion of a tag used by archived Fact Sheets via GraphQL

To delete a tag used by archived Fact Sheets you need to go through the following steps:

1) via GraphQL: In Admin > Tools > GraphiQL, use the following commands:

{allTags {edges {node {id name}}}}

2) It will give you a result like this:

{
  "data": {
    "allTags": {
      "edges": [
        ...
        {
          "node": {
            "id": "05d21e73-238e-48a6-b057-409cfbac51b2",
            "name": "New Tag"
          }
        }
      ]
    }
  },
  "errors": null
}

3) Now, use the tag ID to execute the following mutation:

mutation {
  deleteTag(id: "05d21e73-238e-48a6-b057-409cfbac51b2") {
    id
  }
}