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What can I use the different Tags in Platform for?

Platform Tags are a simple to use but powerful feature that will enable you to advance the way you run a search, generate reports and control User permissions in Platform. This user guide explains the different types of Tags that are in Platform and how you can use them.

Tag types available in Platform

  • Standard
  • Asset Restricted
  • Fence Restricted

Key Facts about Platform Tags

  • You can assign multiple Tags to any one Asset/Fence/User
  • You can assign multiple Assets/Fences/Users to a Tag
  • All Tags are dynamic, meaning that as-soon-as you assign or un-assign a Tag it will be immediately reflected across Platform
    • For Asset Restricted and Fence Restricted Tags this means that as-soon-as you assign or un-assign one of these Tags it will immediately affect the User accounts assigned with these Tag types

Standard Tag

Standard Tags in Platform are designed to be used to group your Assets/Fences/Users by common or unique characteristics. By tagging your Assets/Fences/Users in this way it will allow you to search across Platform for these them outside of the Group/Departmental structure, providing extended functionality for searching and the filtering of reports.

Example 1:

You may have a fleet of Utes in different Groups/Departments but some are dual-cab and some are single-cab and you would like to be able to filter the Fleetmap to show your assets based on this characteristic difference. In this case, you would follow these steps;

  • Create a Tag called ‘single-cab’ and assign it to your single-cab Assets
  • Create a Tag called ‘dual-cab’ and assign it to your dual-cab Assets
  • On the Fleetmap, you will then be able to select either of the Tags in the search bar drop-down, which will filter the map to only show your Assets with the selected Tag
Example 2:

You may have a mix of flatbed light-duty trucks, some have a HIAB and some do not. You may want to Tag the Assets with the HIAB so you can search their location on the Fleetmap, to assist you in allocating to Jobs. You may also want to be able to run reports to compare the utilisation of your HIAB equipped Assets to understand whether you require additional HIAB equipped Assets or could potentially reduce the number of these Assets. In this case, you would follow these steps;

  • Create a Tag called ‘HIAB’ and assign it to your Assets equipped with a HIAB
  • On the Fleetmap, you will then be able to select the Tag in the search bar drop-down, which will filter the map to only show your Assets with the selected Tag
  • To review utilisation of these Assets you would go to Reports, select your desired report i.e. Usage Report and then filter the report to just show usage data for your Assets tagged with the HIAB Tag using the search bar.

These are just two simple examples of how you might utilise Standard Tags in Platform but there are many other use cases where they could be applied. 

Asset Restricted Tag

Asset Restricted Tags are designed to allow you to restrict what Assets a User can see and access information for under their Platform account. In this way, they can be used as an extension to User permissions, particularly if you would like to provide access to your Platform customer account to users outside of your organisation. When using Asset Restricted Tags you will follow the below steps;

  • Create the Asset Restricted Tag
  • Assign the Tag to the User(s) whose visibility of Assets you would like to restrict
  • Assign the Tag to the Assets that you want the User(s) to be able to view

It is important to include these steps in your User Account creation process if you wish to create a User with restricted access as you will first have to create a new User account before then going to Tag Management to assign the Tag to the User.

Example 1:

You may have a customer that you would like to provide access to your Platform instance so they can view the location of certain Assets. You would then create an Asset Restricted Tag and assign this to the User account you have created for your customer and the Assets you would like them to be able to view under their Platform user account. The steps for this would be;

  • Create a User Account for your customer, remembering to consider user permissions
    • Create an Asset Restricted Tag i.e. ‘Customer X’ 
    • Assign the Tag to the User 
    • Assign the Tag to the Assets 
Example 2:

You may want to be able to share visibility with a User on a short-term basis, this could be to assist with vehicle recovery due to theft or break down. This would allow you to allow visibility to an Asset to a limited Platform User to view the location of your Asset for a short period of time. In this case, you would follow the below steps;

  • Create a User Account for the external user (if you do not already have one)
    • Create the Asset Restricted Tag i.e. ‘Asset Recovery’
    • Assign the Tag to the User
    • Assign the Tag to the Asset
    • Once the asset recovery process is complete, remove the Tag from the Asset

Fence Restricted Tag

Asset Restricted Tags are designed to allow you to restrict a User to see Assets when they are only inside specific Fences. In this way, they can be used as an extension to User permissions and therefore customer data privacy. This Tag type is particularly useful for the Hire & Lease industry when you would like to display live tracking and access to customer usage data. When using Fence Restricted Tags you will follow the below steps;

  • Create the User Account(s), remembering to consider user permissions
  • Create a Fence Restricted Tag
  • Assign the Tag to the User(s)
  • Assign the Tag to the Fence(s)
Example 1:

You may be a hire company and would like to disable the visibility of live asset information for your operational staff such as Branch Managers and Depot staff. In this case, you would create Fences around your branches, depots, service yards and then assign a Fence Restricted Tag to these Fences and the relevant User accounts. This will mean that these Users will only be able to view Assets location when they are inside one of the Fences with the Fence Restricted Tag and only be able to review usage data reported whilst the Asset is inside Fences with the Fence Restricted Tag. In this example, you would follow the below steps;

  • Create Fences
    • Create Fence Restricted Tag i.e. ‘Off Hire’ 
    • Assign the Tag to the Fences
    • Assign the Tag to the Users
Example 2:

You may be a leasing company and would like to ensure that scheduled servicing is completed for your leased Assets. In this case, you could create Fences around your service contractor sites and assign a Fence Restricted Tag to these Fences and your Fleet Coordinator/Manager User accounts. This will mean that they will only be able to view the Asset Location when they are inside one of the Fences. Combine this with alerting on Fence interaction (entry/exit) and you can have your User proactively notified that an Asset has entered one of these Fences. In this example, you would follow the below steps;

  • Create Fences
    • Create Fence Restricted Tag i.e. ‘Servicing’ 
    • Assign the Tag to the Fences
    • Assign the Tag to the Users
    • Create enable Fence interaction (entry/exit) alerts for these Fences

As you can see Platform Tags are very flexible and powerful, with a wide array of potential uses. If you would like to utilise Platform Tags but are unsure the best way to do so to meet your required workflow, then please contact your Platform Account Manager to discuss.

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