This article explains the categories of tags that exist in Fund Documents or Document Management System (DMS), how to add and manage (Search, Delete and Remove) the tags from fund documents.  To learn about Fund Documents, please refer to the following User Guide article here.

The main functionality of tags on Fund Document is to allow filtering and searching for documents listed in the Fund Documents screen.

Categories of Tags on Fund Documents

There are six categories of tags available in Fund Documents:

1. Members
2. Accounts
3. Investments
4. System Tags
5. Custom Tags
6. Locked Tags

Members, Accounts, Investments (Tags)

These are fund specific tags which you can select as document tagging based on

• Members     : List of Members name in the fund.
• Accounts     : List of accumulation account, pension account or TRIS account.
• Investments: Investments accounts such Bank account, Property account, Listed Security, Custom Holding account, Managed Funds, Unlisted Security, Collectibles etc that have been activated/created in the fund. When a new investment is created in Class, a new Investment tag will be added.

System Tags

Here is a list of predefined system tags:

Annual Return, Attachment, Bank Buy, Contracts, Contributions, Expense, Financial Statements, Income, Listed, Minutes, Pensions, Permanent File, Property, Sell, Signed Docs, Trust Deed, Unlisted and Valuation, FY2023, FY2024, etc.

To view the complete list of system tags, you can click on System Tag from the drop down selection.

Custom Tags

If you do not wish to use the predefined member, accounts, investments and system tags, you can create you own customised tag. Please refer to this section on how to add custom tags. Only tags that are not tagged to any document can be deleted. Please refer this section on how to remove custom tags.

Please note, there are system tags automatically created for FY2019 and subsequent financial years. For FY2018 and prior financial years, please create the tags as custom tags manually.

Adding New Custom Tags

Navigate To Fund Level> Fund > Fund Documents

1. Select Managed Tags
2. Select Add Tags
3. Type the tag name on the Name
4. Click Save

Deleting Custom Tags

Only tags that are not tagged to any documents can be deleted. You will need to remove the tags from document before you delete the custom tags.

Navigate To Fund Level> Fund > Fund Documents

1. Select Managed Tags
2. Search for the tag name you want to delete
3. Select the Menu icon pon the right,
4. Click Delete

Locked Tags

When a fund document is marked with the lock icon ,  this document is locked and cannot be altered or deleted from the Fund Document screen. These document are created from one of the following sources:

1. Document that is added to a Business Transaction Events.
2. Document that is attached in Fund/Client Messaging
3. Document that comes from integrated third parties such as Property Valuation Report (CoreLogic), Actuarial Providers, Hub24 Statements

The document with lock icon is tagged with a locked tags.  Locked tags can be members tags, accounts tags, investment tags and/or system tags.

A locked tags is greyed out in document details screen and cannot be manually added/edited or deleted from the Fund Document Screen.

Adding New Tags to Fund Documents

Please note: No new tags can be added to locked tags categories.

Navigate To Fund Level> Fund > Fund Documents

There are two ways to add new tags to a Fund document:

• Adding new document to fund document.
• Adding new tags to existing fund document via View/Edit menu

Adding new document to fund document:

1. Select Add Documents
2. Click Select Files..., to add one or more documents from your file location
3. Click Open, once you have selected the document(s) you would like to add
4. The Add New Documents screen will open, and you can find the categories of tags below:
5. Add as many tags from the tag categories 1-5 (Members, Accounts, Investments, System Tags and Custom Tags)

Adding new tags to existing fund document via View/Edit menu

1. Select the Menu icon, 
2. Select View/Edit
3. The Document Details screen will open, 
4. Add as many tags from the tag categories 1-5 (Members, Accounts, Investments, System Tags and Custom Tags)

 

Removing Tags from Fund Documents 

Please note: No locked tags can be removed from fund document

Navigate To Fund Level> Fund > Fund Documents

1. Select the Menu icon, 
2. Select View/Edit
3. The Document Details screen will open, 
4. In each tags categories (1-5) you can click on the x, this will remove the tag from the document.

Search Fund Documents Using Tag

Navigate To Fund Level> Fund > Fund Documents

1. Select the drop down list of tag category
2. Select the drop down list of the tag name.
3. You can only filter one category and one tag at a time.