Setting up entity tagging

Set up entity tagging to report on issues or results from different cross-sections of the business and allow stakeholders at all levels of the organization to obtain the information they require.

How it works

Entities may be business units, departments, locations, or key initiatives that are within the scope of the organization. Entities have a hierarchical structure composed of parent and child entities. Once you have set up your organization's nested entity structure, you can tag different items with entities.

Tagging items with entities

Depending on your role, you can tag different items with entities.

Item	Roles that can apply tags to items	Steps
Project / Framework	Professional Manager	Project Open the Projects app. Open a project. Click the Planning tab. Scroll down to the bottom of the page, click Show content under Entity Coverage, and select the appropriate entities. Framework Open the Frameworks app. Open a framework. Click the Reference tab. Scroll down to the bottom of the page, and click Show content under Entity Coverage, and select the appropriate entities.
Objective	Professional Manager Professional User	Open a project or framework. Click the Fieldwork tab. Next to the objective, click Go To > Overview. Scroll down to the bottom of the page, and click Show content under Entity Coverage.
Risk	Professional Manager Professional User	Open a project or framework. Click the Fieldwork tab. Next to the objective, click Go To > Risk Control Matrix. Click the risk title. Scroll down to the bottom of the page, and click Show content under Entity Coverage.
Control	Professional Manager Professional User	Open a project or framework. Click the Fieldwork tab. Next to the objective, click Go To > Risk Control Matrix > View by: Control. Click the control title. Scroll down to the bottom of the page, and click Show content under Entity Coverage.
Issue	Professional Manager Professional User	Open a project. Click the Issues tab. Click the issue title. Scroll down to the bottom of the page, and click Show content under Entity Coverage.

Inherited entity tags

Objectives, risks, controls, and issues inherit entity tags by default, based on a hierarchy in Projects and Frameworks. Inherited entity tags cannot be removed.

The following applies:

• Project / Framework No inherited entity tags.
• Objective An objective tagged with an entity inherits the entity tags associated with the project or framework.
• Risk A risk tagged with an entity inherits the entity tags associated with the project / framework and objective.
• Control A control tagged with an entity inherits the entity tags associated with the project / framework and objective.
• Issue Issues inherit entity tags based on where they are created in a project.

Reporting on entities

There are a variety of ways you can report on entities across your organization:

Action	App	Detailed information
Build entity-specific reports related to issues	Issue Tracker	Downloading pre-built and custom reports
Build comprehensive entity-specific reports and use entities to filter data sets	Reports	Filtering reports by entity View reference
Report on coverage across different projects in an assurance plan by entity category or entity	Assurance Plans	Overview of Assurance Plans

Updating entities

Entities apply to all frameworks and active and archived projects in the Diligent One instance. Updates to entities are reflected in the respective frameworks and projects.

Syncing projects with frameworks

Any updates to entities associated with items in a framework will not prompt you to update the item in the project, and vice versa.

Tracking changes to entities

When an entity (associated with a project / framework, objective, risk, control, or issue) is explicitly changed, the change is logged under History on the relevant page. Changes to associated child entities are also tracked.

For more information on tracking changes in Projects, see Projects activity logging.

Deleting entities

If you delete an entity, it is removed from all frameworks and active and archived projects. Archived projects do not retain previous entity configurations from when the project was archived.

Example

Permissions

Only Project Admins can set up a nested entity structure for the organization.

Add entity categories

Categorize your organization's entities into meaningful groups.

1. Open the Projects app.

   The Projects homepage opens.

2. Under System administration, click Manage entities.
3. Click Manage Categories.
4. Click New Category.
5. Enter the relevant information and click Save:

   Field	Description
   Category	the name of the new entity category The maximum length is 60 characters.
   Description optional	the description of the new entity category

   Result The most recently added category is listed at the bottom of the categories list.

   You can reorder the categories by dragging each category item into a new position, or clicking the Category column title to order the list in ascending or descending order alphabetically.

Add multiple entity categories

For information about adding multiple entity categories at once, see Bulk importing entity categories

Manage entity categories

Manage existing entities in your organization and categorize them into meaningful groups.

1. Open the Projects app.

   The Projects homepage opens.

2. Under System administration, click Manage entities.
3. Click Manage Categories.
4. Do one of the following:
   • Click edit next to the category you would like to work with.
   • Click the appropriate category under the Category column.
5. Update the relevant information and click Save:

   Field	Description
   Category	the name of the entity category The maximum length is 60 characters.
   Description optional	the description of the entity category
   Entities In This Category optional	specifies the entities associated with the category If you have not added any entities, click + Add New Entity. You can add or remove entities from a category by selecting the entities you want to add or deselecting the entities you want to remove. Selected entities are highlighted in green.

   Result The entity category is updated.

Add entities

Add entities to enable reporting on issues or results from different cross-sections of the business.

1. Open the Projects app.

   The Projects homepage opens.

2. Under System administration, click Manage entities.
3. Click New Entity.
4. Enter the relevant information and click Save:

   Field	Description
   Name	the name of the new entity The maximum length is 60 characters. Note Any entity names that include commas are represented as two different entities in the Reports app. For example, specifying Washington, DC as the entity name in Projects becomes Washington and DC in Reports. To prevent incorrect data from displaying in Reports, do not enter a comma in the entity name in Projects.
   Category optional	specifies that category associated with the new entity
   Parent Entity optional	specifies the direct ancestor entity associated with the new entity
   Child Entity optional	specifies the direct descendant entity associated with the new entity
   Description optional	the description of the new entity

   Result The new entity displays in the nested tree structure.

Add multiple entities

For information about adding multiple entities at once, see Bulk importing entities

Manage entities

Manage existing entities to enable reporting on issues or results from different cross-sections of the business.

1. Open the Projects app.

   The Projects homepage opens.

2. Under System administration, click Manage entities.
3. Optional. Filter entities by category.
4. Do one of the following:
   • Click Edit beside the entity you would like to work with.
   • Click the appropriate entity under the Name column.
5. Complete any of the following tasks:

Actions	Steps
Update a parent entity	Click the Select Parent Entity dropdown list.  Select an entity. If you need to add a new parent entry, click the Add New Entity link in the dropdown list.
Update an entity category, name, or entity description	Click the Select Category dropdown list, and select a category for the entity. If you need to add a category for the entry, click the Add New Category link in the dropdown list. Click the text box under Name and enter the new name of the entity. Click the text box under Description and edit the description of the entity.
Update a child entity	Click Add/Remove beside the child entity, and select an entity. If you need to add a new child entry, click the Add Child Entity.
Associate a project with the nested entity structure	Click Add/Remove beside Projects associated to this Entity. If you need to associate a new project, click Select a project. Add or remove projects by selecting the projects you want to add or deselecting the projects you want to remove. Selected projects are highlighted in green. Click Save.
Delete an entity	Click Delete Entity at the bottom of the page. Click Delete in the confirmation dialog box.