Labels are a flexible tagging tool that let you classify, organise and find tasks across Gridsz. A label is a short, colour-coded keyword (for example LowEmissionZone, AfterCare or IncidentType123) that cluster/site admins create centrally and that users then add to individual tasks. Once in place, labels become a powerful aid for filtering, reporting and day-to-day ticket management — without changing any of the underlying task data or workflow.

Labels are available across the Order fulfilment, Service & incidents and Contractor modules and can be scoped to specific task types. They are always optional: a task carries no labels by default, and adding one never affects the task’s status or process.

A few principles apply throughout:

• Labels are optional. Tasks have no labels by default.
• A task can carry up to 4 labels. Only Active labels can be added.
• Labels are scoped per clustered party. Label names are unique within a party (case-insensitive).
• Labels are descriptive, not functional. Adding, editing, deactivating or deleting a label never changes a task’s status, workflow or any other data.
• Labels stay consistent within a task set. Tasks that belong to the same task set share an identical set of labels (see Synchronisation below).

How to set up labels

Setting up labels is an admin task performed from the Labels menu. From here you can view the labels that exist for a cluster and create, edit, deactivate or delete them. The overview can be filtered by task type.

Use the plus icon to create a new label and complete the fields:

• Label name (required): 3–25 characters. Only letters, numbers, hyphens and underscores are allowed, and the name must be unique within the clustered party (case-insensitive).
• Color (required): choose one colour from the predefined list.
• Task type(s): leave on All to make the label available on every task type, or select specific task type(s) to restrict it. The label then applies to the task sets of the selected types.
• Status: set to Active to make the label usable, or Inactive to prevent it from being added.

Note: Editing, deactivating or deleting a label does not change labels that are already applied to existing tasks. Those tasks keep the label as it was when it was added.

Contractor labels

Site admins of contractors using the Contractor plugin module, manage their own labels.

• Contractor plugin labels (main- and sub-tasks), up to 4 per task, are not synchronised with the outTask.
• Private labels (outTasks): contractors can add up to 6 private labels to an outTask. Private labels are visible and editable only to the contractor party and are never synced back to the inTask.
• Public (cluster) labels: created by the cluster admin and synced from inTask to outTask. Contractors can see public labels but cannot edit them (max 4). A Passive Operator viewing an outTask sees only public labels. In total a contractor can view up to 10 labels on an outTask.

User rights

Who can do what with labels depends on the permissions assigned to the user:

• MANAGE_OWN_LABELS_IN_TASKS – allows a user to add and remove labels that were added by their own party.
• MANAGE_ALL_LABELS_IN_TASKS – allows a user to add and remove any label on a task. A Passive Operator can change all labels; other parties can change only their own.

How to apply labels

Once labels are active, users add them to tasks to support filtering, reporting and follow-up. Labels appear in two places: on the task detail screen and as a column in the task list.

Adding and removing labels

On all task types, users can add labels (assuming they have the necessary right):

• Add a label: use the Add labels button on the task. Only Active labels are offered, and the picker shows only labels not already on the task. By default, a task can hold a maximum of 4 labels.
• Remove a label: each applied label has a Remove button.

You can add labels both when creating a task and when updating an existing one until the task reaches an end status.

Synchronisation across a task set

Tasks in the same task set always share an identical set of labels:

• Order fulfilment / Service: inTask ↔ outTask.
• Contractor plugin: mainTask ↔ subTask. Sub-tasks created after the main task inherit the task set’s labels.
• Service – Incident: when the solution party is updated and a new INCIDENT outTask is generated, that outTask inherits the task set’s labels.

Selecting tasks with labels

In the task list, users can filter on one or more active labels. The All option returns every task that has at least one label. Also exports include a labels column with comma-separated values.