Manage tags

Tags label documents so you can filter and find them. Every tag comes from a vocabulary the whole team shares, so everyone tags the same things the same way, and you manage that vocabulary in the Manage tags window. Putting tags on documents happens elsewhere — in the documents table's floating bar and inline tag cells; see Work with the documents table. Collections, which group documents into folders, have their own window; see Manage collections.

Turn tags on

Tags are off until you turn them on, and the choice is yours alone: it does not change what anyone else on your team sees. In Settings, under Preferences, tick Advanced mode and then Enable tags. Turning tags off later hides them without removing any from your documents or collections.

Open the window

Select Tags in the toolbar at the top of the Documents page. Close the window with the ×, the Escape key, or by selecting the background.

The tags table

The window lists your team's whole tag vocabulary. Each row shows the tag, how many documents carry it, how many policy filters refer to it, and who created it. A tag with no documents on it stays in the list — a tag exists until someone deletes it, not until its last use is removed. Until the team has its first tag, the window shows "Your team currently has no tags." in place of the table.

Create a tag

Any member of the team can add one. Select Create tag, type a name into the window that opens, and confirm. The name is tidied up as it is stored, and a duplicate is refused with a notice. The new tag starts on no documents and appears immediately in every member's tag pickers.

A tag is also created the moment someone applies a new one to a document or collection, so the vocabulary grows as the team works.

Rename, merge, and delete tags

These actions belong to team administrators only. Members see the table as read-only.

• Rename — edit the tag's name in place. Every document carrying it, and every policy filter referring to it, is rewritten in one step.
• Merge — tick the tags you want to combine and choose the tag to merge them into. As with a rename, documents and policy filters are rewritten in one step.
• Delete — confirm the deletion, which tells you how many documents the tag is on. If a policy or automation filter refers to the tag, the deletion is refused and the referring policies are named, so you can change them first.

To put tags on documents rather than manage the vocabulary itself, work from the documents table. See Work with the documents table.