Documents & Folders
Tagging documents
Give a document or folder a short label, then show everything with that label in one go.
Step 1
Press Add tag
In the Tags column of the Documents list, press Add tag on the row. You can also tag a file from its File details. You can tag documents you uploaded, Contributors and above can also tag folders they created, and Moderators and above can tag anything. A custom role without Edit documents or Edit folders cannot tag them.
NDA.docx
MSA.pdf
Step 2
Pick a tag your organisation already uses
Start typing and matching tags appear underneath, so everyone sticks to the same wording. A bookmark marks a shared tag, one your admins look after. Press a tag to use it.
One or two words, e.g. Legal Review
- Legal Review
- Legal Hold
- Create “Legal”
Step 3
Or create a new one
If nothing fits, press Create with your wording. Words are capitalised for you as you type.
One or two words, e.g. Legal Review
- Create “Board Review”
Step 4
What a tag can be
A tag is one or two words, up to 30 characters, letters and numbers only, and it must start with a letter. The line under the box explains what to change if a tag is not allowed.
Tags are at most 2 words
Step 5
One tag per item
Each document or folder holds one tag. To change it, press the pencil beside the tag, Edit tag.
NDA.docx
MSA.pdf
Step 6
Replace it or take it off
The box now says Replace with: pick or create another tag and it takes the old one's place. Press × on the current tag, Remove from this item, to leave the item untagged.
One or two words, e.g. Legal Review
Step 7
Tag several at once
Select several items and press Tag in the tray at the bottom. They all get the same tag, replacing any they had. Items you are not allowed to tag are skipped, and a message says how many.
Step 8
Show everything with a tag
Press a tag on any item to see everything else with the same tag.
NDA.docx
MSA.pdf
Step 9
Where the filter looks, and how to stop it
While the filter is on, a Tag chip sits next to the search box; press it to stop filtering. The filter stays in the view you are in: on Home it covers top-level items, in a folder only that folder. Open All Documents first to see every tagged file you can reach.
Step 10
Rename or delete a tag everywhere
Hover a tag in the suggestions to show Rename everywhere and Delete everywhere. Renaming changes it on every item at once. Admins can do this for any tag; the person who made a tag can do it while it is not a shared one.
One or two words, e.g. Legal Review
- Legal Hold
- Legal Review
Step 11
Confirm a delete
Delete everywhere asks Delete from every item? before it removes the tag from everything that has it. Admins manage the shared tags, and see every tag in use, under Organization, Settings, Document Tags.
One or two words, e.g. Legal Review
- Delete from every item?CancelDelete
- Legal Review
Try it in Secretary, or create an account to get started.
Related guides
Finding your way around Documents
The folder panel, Home and All Documents, views, columns, sorting and the details pane.
Uploading documents
Add files to the folder you have open, or let Secretary read them and sort them into folders for you.
Uploading a whole folder
Upload a folder from your computer with all its subfolders, keeping the same structure.