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.

Note

Interface terms are customizable, and fields and tabs are configurable. In your instance of HighBond, some terms, fields, and tabs may be different.

Item Roles that can apply tags to items Steps
Project / Framework Professional Manager

Project

  1. Open the Projects app.

  2. Open a project.
  3. Click the Planning tab.
  4. Scroll down to the bottom of the page, click Show content under Entity Coverage, and select the appropriate entities.

Framework

  1. Open the Frameworks app.
  2. Open a framework.
  3. Click the Reference tab.
  4. 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
  1. Open a project or framework.
  2. Click the Fieldwork tab.
  3. Next to the objective, click Go To > Overview.
  4. Scroll down to the bottom of the page, and click Show content under Entity Coverage.
Risk
  • Professional Manager
  • Professional User
  1. Open a project or framework.
  2. Click the Fieldwork tab.
  3. Next to the objective, click Go To > Risk Control Matrix.
  4. Click the risk title.
  5. Scroll down to the bottom of the page, and click Show content under Entity Coverage.
Control
  • Professional Manager
  • Professional User
  1. Open a project or framework.
  2. Click the Fieldwork tab.
  3. Next to the objective, click Go To > Risk Control Matrix > View by: Control.
  4. Click the control title.
  5. Scroll down to the bottom of the page, and click Show content under Entity Coverage.
Issue
  • Professional Manager
  • Professional User
  1. Open a project.
  2. Click the Issues tab.
  3. Click the issue title.
  4. 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.

Example

You create an issue on the Control page and tag the issue with an entity.

Result The issue tagged with an entity will inherit the entity tags associated with the project, objective, and control:

Item in Projects Tagged with… Inherited entity tags
Project North America N/A
  • Objective
Canada North America

    • Risk

British Columbia North America, Canada

    • Control

British Columbia North America, Canada
Issue (created on the Control page) Vancouver North America, Canada, British Columbia

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

Report on coverage across different projects in an assurance plan by entity category or entity

Assurance Plans Defining assurance plans

Updating entities

Entities apply to all frameworks and active and archived projects in the HighBond 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.

Note

Changes to entities under System administration > Manage entities are not 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

Nested entities

Scenario

You are a manager in a sales company and you need to report on issues related to different regions, countries, provinces, and cities. 

You define the following relationships using nested entities:

Process

You tag a project to the North America entity and an issue within the project to the Victoria entity.

Result

Tagging the project to the parent entity, North America, automatically tags the project with all child entities (Canada, British Columbia, Vancouver, and Victoria). You can deselect specific child entities that do not apply.

Tagging the issue to the Victoria child entity automatically tags the issue with the parent entity (North America) and any ancestral child entities (Canada and British Columbia).

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.

Note

Rich text fields cannot exceed 524,288 characters.

  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:
    FieldDescription
    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 uploading entity categories

Manage entity categories

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

Note

Rich text fields cannot exceed 524,288 characters.

  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:
    FieldDescription
    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:
    FieldDescription
    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 uploading 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:
  6. Actions Steps

    Update a parent entity

    1. Click the Select Parent Entity drop-down list. 
    2. Select an entity.

      If you need to add a new parent entry, click the Add New Entity link in the drop-down list.

    Update an entity category, name, or entity description

    1. Click the Select Category drop-down 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 drop-down list.

    2. Click the text box under Name and enter the new name of the entity.
    3. 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
    1. Click Add/Remove beside Projects associated to this Entity.

      If you need to associate a new project, click Select a project.

    2. 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.

    3. Click Save.
    Delete an entity
    1. Click Delete Entity at the bottom of the page.
    2. Click Delete in the confirmation dialog box.