Settings & Billing
Managing your organisation's tags
Set up shared tags everyone can pick, and tidy up the tags people have made.
Step 1
Open Document Tags
In Organization, Settings, open the Document Tags card. It explains the two kinds of tag. Shared tags show in everyone's picker and only admins change them. A tag a member makes is suggested only to people who can see a file with it, and its maker can change it. If the tags cannot be loaded, the card says Tags could not be loaded. with a Try again button.
Document Tags
The organization's tag vocabulary: shared tags you control, plus tags members have created
Shared tags appear in every member's picker and only admins can rename or delete them. A tag a member creates is only suggested to people who can see a file carrying it, and its creator can rename or delete it. Promoting it to shared makes it org-wide and locks it against member edits; renaming or deleting a tag here changes every file that uses it.
Step 2
Add a shared tag
Type one or two words in Add a shared tag and press Add or Enter. Words are capitalised for you, and offensive terms are refused. If a tag is refused, what you typed stays in the box and a note says why, so you can fix it.
Document Tags
The organization's tag vocabulary: shared tags you control, plus tags members have created
One or two words. Offensive terms are rejected.
Step 3
Shared and member-made lists
Shared lists your shared tags and Created by members lists everything else, each with how many items carry it.
Document Tags
The organization's tag vocabulary: shared tags you control, plus tags members have created
Shared · 2
- Legal Review14 items
- Board Pack6 items
Created by members · 3
- Q3 Planning3 items
- Invoices21 items
- Old0 items
Step 4
Promote to shared
The bookmark promotes a member's tag to shared, so everyone sees it and its maker can no longer change it. Press it again on a shared tag to make it ad-hoc again.
Document Tags
The organization's tag vocabulary: shared tags you control, plus tags members have created
Shared · 2
- Legal Review14 items
- Board Pack6 items
Created by members · 3
- Q3 Planning3 items
- Invoices21 items
- Old0 items
Step 5
Rename everywhere
The pencil renames a tag on every file that has it; press Enter to save or Escape to cancel. Renaming it to the name of another tag merges the two.
Document Tags
The organization's tag vocabulary: shared tags you control, plus tags members have created
Shared · 2
- Legal Review14 items
- Board Pack6 items
Created by members · 3
- Q3 Planning3 items
- Invoices 202621 items
- Old0 items
Step 6
Delete everywhere
The bin asks you to confirm, for example Delete "Old"? When the tag is in use it also says on how many items. Press Delete to remove it everywhere, or Cancel.
Document Tags
The organization's tag vocabulary: shared tags you control, plus tags members have created
Shared · 2
- Legal Review14 items
- Board Pack6 items
Created by members · 3
- Q3 Planning3 items
- Invoices21 items
- Delete “Old”?CancelDelete
Try it in Secretary, or create an account to get started.
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