Tags

Tags are flexible labels you can attach to documents and folders for quick identification and filtering. Unlike categories (which define structure), tags are free-form labels that help you mark and find documents based on your own criteria.

Examples of tags:

• urgent
• reviewed
• tax-2024
• project-alpha
• needs-signature

Tags vs. Categories

Tags and categories both help organize documents, but they work differently:

	Tags	Categories
Per document	Multiple	One
Structure	Free-form labels	Defines metadata template
Retention	No	Yes
Visual	Color-coded	No special styling
Use case	Status, projects, workflows	Document classification

Use categories for what a document is (invoice, contract, receipt). Use tags for additional context (urgent, reviewed, Q1-2024).

Creating Tags

You can create, edit, and delete tags directly in the documents list:

1. Select the document you want to add or remove tags from
2. Click the Edit Tag button
3. Enter a name (e.g., “urgent”)
4. Click Submit

Similarly, you can add/remove tags for a specific document in the Inbox or Files views. You can also add/remove tags directly in the document view.

Tagging Folders

Tags on folders help you organize your folder structure:

1. Select a folder
2. Apply tags the same way as documents
3. Folder tags are visible in the file browser

Filtering by Tags

Tags enable quick filtering to find related documents:

1. Click on a tag (in the sidebar or on a document)
2. The view filters to show only items with that tag
3. Combine multiple tags to narrow results further

Tag Search

You can also search for tags by name in the search bar. This helps when you have many documents and want to see everything marked with a specific tag.

Managing Tags

Editing Tags

To modify an existing tag:

1. Go to Tags navigation menu
2. Click on the tag to edit
3. Change name, colors, or description
4. Save changes

Changes apply immediately to all documents using that tag.

Deleting Tags

When you delete a tag:

1. The tag is removed from all documents and folders
2. The documents and folders themselves are not affected
3. This action cannot be undone

Caution

Deleting a tag removes it from all documents immediately. Make sure you don’t need the tag before deleting it.

Best Practices

1. Keep tags short — “urgent” is better than “this is urgent”. Short tags are easier to read and take less space.

2. Use lowercase — Consistent casing makes tags easier to find and type. Pick a convention and stick to it.

3. Avoid duplicates — Before creating a tag, check if a similar one exists. “reviewed” and “Reviewed” would create confusion.

4. Use prefixes for groups — If you have many tags, use prefixes to group them: “project-alpha”, “project-beta”, “status-reviewed”, “status-approved”.

5. Don’t over-tag — Tags lose value when everything has many tags. Use them for meaningful distinctions, not to repeat information already in metadata.

6. Review periodically — Remove tags that are no longer used. Old project tags or obsolete status markers clutter the tag list.

Use Cases

Workflow Status

Track where documents are in your process:

• needs-review → reviewed → approved
• pending-signature → signed
• todo → in-progress → done

Projects

Group documents by project:

• project-website-redesign
• project-2024-audit
• client-acme

Time-Based

Mark documents by period:

• tax-2024
• q1-2024
• archive-2023

Priority

Flag important items:

• urgent
• high-priority
• deadline-friday