Tags and flags

Do you want to keep track of your products in the back end? In PlentyONE, this is done with tags and flags.

Tags

Technical specifications:

  • Tags are texts, like keywords or phrases.

  • Tags are linked at the variation level.

  • Your variations can be linked with as many tags as you want.

Examples of use:

  • You want to keep track of several different variations in the back end.

  • You want to add keywords to some variations in the plentyShop.

  • You want to select the variations that should be displayed in an item list in the plentyShop.

Flags

Technical specifications:

  • Flags are graphic symbols.

  • Flags are linked at the item level.

  • Your items can be linked with a maximum of two flags.

Example of use:

  • You want to keep track of several different items in the back end.

1. Tags

Technical specifications:

  • Tags are texts, like keywords or phrases.

  • Tags are linked at the variation level.

  • Your variations can be linked with as many tags as you want.

Examples of use:

  • You want to keep track of several different variations in the back end.

  • You want to add keywords to some variations in the plentyShop.

  • You want to select the variations that should be displayed in an item list in the plentyShop.

1.1. Creating new tags

Tags are texts, like keywords or phrases. First, create all of the necessary tags.

  1. Go to Setup » Settings » Tags.

  2. Click on .
    → A pop-up window opens. This window is divided into several steps.

  3. Carry out the settings in each step.

Tags can not be created via import

Tags can only be created manually, as described here in the instructions. It is not possible to create tags with the import tool.

Step: Name

Setting Explanation

Tag name
(Mandatory field)

Enter a name for the tag. The name is the keyword or phrase that highlights the data record.

Tip: The name can include spaces. As such, tag names can consist of multiple words.

Note: Once you’ve created the tag, you can translate the name into other languages.

Tag colour
(Mandatory field)

What background colour should the tag text have? Click on square and choose the colour.

How do I choose a colour?

  • Enter the colour values directly. Click on unfold_more to toggle between the different options:

    • Enter the colour’s RGB values.

    • Enter the colour’s HSL values.

    • Enter the colour’s hexadecimal value.

  • Click in the colour spectrum and use the slider.

  • Click on and select the colour from somewhere on your screen.

Step: Availabilities

Setting Explanation

Availability type
(Mandatory field)

What do you want to use the tag for? In other words, what types of data records will you link to the tag? Select all of the appropriate availabilities ().

Category

Do you want to highlight specific categories in the back end?

Example: Specify that a category should only be used for seasonal offers.

Note: Category tags are not visible to customers in the online store.

Contact

Do you want to highlight specific contacts?

Example: Specify the customer’s preferred method of communication.

Variation

Do you want to highlight specific variations?

Example: If you sell ladders, specify that some ladders were awarded a seal of approval for their safety features.

Note: Variation tags can be made visible to customers in the online store. Once you’ve finished creating the tag, open the advanced settings and select the appropriate clients.

Order

Do you want to highlight specific orders?

Example: Add important information such as the priority or purpose of an order.

Note: Tags can be created and used for all order types.

Reorder

Do you want to highlight specific reorders?

Example: Specify which kind of products were reordered.

Redistribution

Do you want to highlight specific redistributions?

Example: Specify which kind of products were redistributed.

Messenger conversations

Do you want to highlight specific conversations within the messenger tool?

Example: Specify that the message relates to a specific sales channel like Amazon or eBay.

Messenger: Billable messages

Do you occasionally write fee-based messages in the messenger tool? In other words, should the customer be charged for the minutes that elapsed while writing the message?

While writing a fee-based message, you’ll need to select at least one tag with this availability. Otherwise, the message cannot be created.

Step: Done

Setting Explanation

Summary

Here you can see a summary of the settings that you selected. Click on Create tag if you are satisfied with the settings.

Afterwards, you will have the following options:

To the tag

The pop-up window will close and the newly created tag will open for further editing.

Create another tag

The pop-up window will re-start for the next tag.

Close

The pop-up window will close.
To the tag: which advanced settings are available?
Setting Explanation

ID

The tag ID is automatically assigned and cannot be changed. It is used to uniquely identify your tags.

Use case: Tag links can be imported. For example, while you import item and variation data, you can also directly link the appropriate tags. This is done, e.g. by specifying the tag ID.

Client

In which plentyShops should the tag be visible to customers? Select all of the appropriate webshops ().

Note: This option only appears if you selected the availability Variation.

Name DE
Name FR
Name IT
etc.

Is your plentyShop available in multiple languages? Variation tags can be made visible to customers in the online store. If your online store is available in multiple languages, then the tag names should also appear in these languages.

  1. Click on and select a language version from the drop-down list.

  2. Enter a translation of the name.

1.2. Finding existing tags

Use the search function to find your tags and edit them further.

  1. Go to Setup » Settings » Tags.

    1. Option 1: Click on to see a list of all tags.

    2. Option 2: Enter a number or text into the search field and click on one of the automatic suggestions. Then click on to start the search.

    3. Option 3: Click on tune to narrow down the search results with filters. See the table below.

Table 1. Search filters
Filter Explanation

ID

Enter the ID for a tag.

Note: The tag ID can not be changed. It serves to uniquely identify a tag. This search field is useful if you want to find a specific tag.

Name

Enter the name of a tag.

Note: This is a fuzzy search. The search results will also include tags whose names are similar to the text that you entered.

Example: If you enter "collect", then the search results will also include the tags "collectors item" and "collection".

Availability

Select one or more availabilities.

Note: This is an “or” search. If you select the availabilities "Category" and "Variation", then the search results will include tags that were activated for categories or for variations.
Table 2. Control elements
Element Explanation

Resets the selected filter criteria.

SEARCH

Starts the search.
Filter settings can be saved

When you start a search, your search settings are displayed up top as so-called “chips”. You can save these search settings to apply them again more quickly and easily in the future.

Saving the current filters:

  1. Start a search.

  2. Click on Saved filters (bookmarks).

  3. Click on bookmark_border Save current filter.

  4. Enter a name and toggle the optional settings as needed (toggle_on).

  5. Click on Save.
    → The filter settings now appear under Saved filters (bookmarks).

Element Explanation

Set as default

toggle_on = When you open the menu Setup » Settings » Tags, the filter settings will already be selected and the search will automatically start with these settings.

toggle_off = The filter settings will not already be selected.

Create filter for all users

toggle_on = The filter preset will be visible for all user accounts.

toggle_off = The filter preset will only be visible for your own user account.

Applying saved filters:

  1. Click on Saved filters (bookmarks).

  2. Click on an existing filter preset.
    → The search is started and the search settings are displayed up top as so-called “chips”.

When you start the search, you’ll see the results in an overview.

  • Option 1: Click on a tag to open it and edit its settings further.

  • Option 2: Select multiple tags () and click on the pencil icon (). This opens all of the selected tags at once and you can edit their settings further.

1.3. Adding tags to variations

Once you’ve created your tags, you can link them with variations. Tags can:

Inheritance behaviour

Tags that you link to the main variation are passed on to the item’s sub-variations. To save other tags for a variation, deactivate inheritance and save different tags.

1.4. Exporting tags

Proceed as follows, to export your tags as a CSV file:

  1. Open the Setup » Settings » Tags.

  2. Click Download data as CSV [matsymbol:download].

  3. Select which pages of the table you want to export.

  4. Click matsymbol:download EXPORT DATA.

Your selected tags will be downloaded as a CSV file.

Export either specific tags or whole pages. See Table 3 for more information.

Table 3. Export options
Option Explanation

All pages

All tags on all pages are exported.

Current page

Only tags on the current page are exported. Set the amount of tags per page via Results per page.

Selected rows

Only tags you selected are exported. Can only be selected, if rows are selected.

Set the range of table pages

Enter the range of pages that you want to export.

1.5. Examples of use

Back end overview

Do you want to keep track of your variations in the back end? Example: do you want to see at a glance which variations are included in a Black Friday sale? Tags make it possible. You’ll see the tags when you look at your items and variations in the overview in the back end. Such visual aids help you find the right variation at a glance.

Workflow:

  1. Create the necessary tags, e.g. "Black Friday Sale".

  2. Link the tag to the appropriate variations, e.g. to all of the variations that are included in the Black Friday sale.

Overview:

  1. Go to Item » Edit item.

  2. Look at the column Tag.

    • If this column is not included in the overview, then click on and configure the appearance. Further information.

Search:

  1. Go to Item » Edit item.

  2. Set the filters on the left as follows:

    1. Set the filter Table type to Variations.

    2. Set the filter Active to ALL.

    3. Use the filter Click to add tags to select the tags from the drop-down list.

  3. Click on Search ().
    → The search results display all of the variations that were linked to the tag.

Keywords in the plentyShop

Do you want to add keywords to your variations in the plentyShop? Example: you sell ladders and want to highlight the variations that have a safety certification mark. Tags make it possible. You decide which tags should be visible to customers in the plentyShop and which should not.

Workflow:

  1. Create the necessary tags, e.g. "safety certification".

  2. Link the tag to the appropriate variations, e.g. to all of the ladders that have a safety certification mark.

Visibility in the plentyShop:

  1. Go to Setup » Settings » Tags » [Open tag].

  2. Select the appropriate shop from the drop-down list Client.
    Note: This option only appears if you selected the availability Variation.

  3. Save () the settings.

  4. Use the ShopBuilder widget Item » Tags to control how the tags are displayed in your online shop.

Item list in the plentyShop

Do you want to choose the variations that should be displayed in an item list in your plentyShop? Example: you sell school supplies and want to create a slider with popular backpacks. Tags make it possible.

Workflow:

  1. Create the necessary tags, e.g. "bestseller". During the process, select () the availability Variation and the appropriate clients.

  2. Link the tag to the appropriate variations, e.g. to your best selling products.

Item list in the plentyShop:

  1. Go to Shop » ShopBuilder » [Open category] » [Open content].

  2. Add the ShopBuilder widget Item » Item list to the layout.

  3. Click on and select the widget settings as follows:

    1. Find the drop-down list Item list type and select the option Items with tags. The entry field Tags will appear.

    2. Enter the tag ID into the entry field Tags. Example: Enter the ID of the tag "bestseller". Tip: You can find the tag ID in the menu Setup » Settings » Tags.

    3. Customise the remaining design settings as needed, e.g. decide how many items should be displayed at maximum or choose a different colour scheme.

  4. Save () the settings.
    → The variations that were linked to the tag will be displayed in the item list in the plentyShop.

1.6. FAQ

How do I find the variations that were linked to a specific tag?

  1. Go to Item » Edit item.

  2. Set the filters on the left as follows:

    1. Set the filter Table type to Variations.

    2. Set the filter Active to ALL.

    3. Use the filter Click to add tags to select the tags from the drop-down list.

  3. Click on Search ().
    → The search results display all of the variations that were linked to the tag.

How do I make tags visible to customers in the front end?

  1. Go to Setup » Settings » Tags » [Open tag].

  2. Select the appropriate shop from the drop-down list Client.
    Note: This option only appears if you selected the availability Variation.

  3. Save () the settings.

  4. Use the ShopBuilder widget Item » Tags to control how the tags are displayed in your online shop.

Can tags also be created via import?

No. Tags can not be created via import. Tags can only be created manually, as described in the instructions above.

However, it is possible to link tags and variations via import. Further information.

Are tags inherited? Are they passed down from the main variation to the sub-variations?

Tags that you link to the main variation are passed on to the item’s sub-variations. To save other tags for a variation, deactivate inheritance and save different tags.

I can’t create or edit any tags. Why not?

People without admin rights can only see this menu if an administrator has granted them access. Access rights are defined separately for each role. For example, you can only grant the content department access to the tags.

Step 1: Which rights should the role have?

  1. An administrator opens the menu Setup » Account management » Roles.

  2. Then he opens the role, e.g. content employee, or he creates a new role.

  3. Not advanced mode: The administrator activates () the right Setup » Settings » Tags and saves the role ().

  4. Advanced mode: The administrator activates () the right Setup » Tag and saves the role ().

Step 2: Which employees belong to the role?

  1. An administrator opens the menu Setup » Account management » Accounts.

  2. Then he opens the user account.

  3. The administrator selects the appropriate role from the drop-down list Assigned roles and saves the settings ().

2. Flags

Technical specifications:

  • Flags are graphic symbols.

  • Flags are linked at the item level.

  • Your items can be linked with a maximum of two flags.

Example of use:

  • You want to keep track of several different items in the back end.

2.1. Renaming flags

Take a look at the different flags that are included in PlentyONE. There are 31 symbols that you can use as “Flag 1” and 11 symbols that you can use as “Flag 2”. By default, flags are named after their ID. However, you can rename them as needed.

Renaming a flag:

  1. Go to Setup » Item » Flags.

  2. In the line Name, enter a name.

  3. Save () the settings.

2.2. Flagging items

Your items can be linked with a maximum of two flags. Flags are linked at the item level. That means, if you sell a t-shirt in the colours red, blue and green, then the flag applies to all three of the colour variations.

Items can be assigned up to two flags:

  1. Go to Item » Edit item.

  2. Search for and open the item.
    → On the far right side of the toolbar, you will find two buttons for flags.

  3. Click on one or both of the buttons and choose a flag from the drop-down list.

  4. Save () the settings.

2.3. Searching for items with a specific flag

You can search for items in the back end that have a specific flag or combination of flags.

Searching for items with a specific flag:

  1. Go to Item » Edit item.

  2. Set the filters on the left as follows:

    1. Set the filter Table type to Item.

    2. Set the filter Active to ALL.

    3. Use the filters Flag 1 and 2 to select the appropriate combination of flags.

  3. Click on Search ().
    → The search results display all of the items with this combination of flags.

3. FAQ

I don’t see the flag in the overview. Where is it?

You’ll see the flags when you look at your items in the back end. Such visual aids help you find the right items at a glance. But what should you do if the symbols are missing? Proceed as described below if you don’t see the flags in the overview.

  1. Move your cursor over the column headers and click on Customise the layout ().

  2. Select the columns Flag 1 and Flag 2 ().

  3. Save () the settings.

Will the flags be discontinued soon? Do they have an EOL date?

No. There is no EOL date for the flags in the menu Setup » Item » Flags. There are no current plans to discontinue this menu.

New item UI: The flags can be used in the new item UI:

Can I replace the default symbols with my own symbols?

No. There is a fixed set of symbols in PlentyONE. The symbols can not be changed. There are 31 symbols that you can use as “Flag 1” and 11 symbols that you can use as “Flag 2”. By default, flags are named after their ID. However, you can rename them as needed.