Tags

Tags are the labels people put on documents so that documents that belong together can be found together. In Tag Management, an administrator builds the set of tags: which tags exist, how they are grouped, which of them can be applied together, and who can see each one. Users then apply the tags in the document viewer and find documents by tag in Explorer.

For how users apply tags, see Tags under Document Review. For how users open a tag in Explorer, see Tags under Explorer.

Who configures this

Permission	What it allows
Lookup Lists	Creating, changing, disabling and removing tags in Tag Management.
View Tag Tree	Seeing the Tags tab in Explorer, where Manage Tags opens Tag Management.
Tag Recommendations	Seeing recommended tags in the document viewer. Without it, a user has no sparkle button in the Tags tab. See Tag recommendations below.
Manage System Config	Changing the workspace's tag recommendation settings, in the Recommendations tab of Tag Management.

Permissions are given in the Admin Console.

What you can do in Tags

• Open Tag Management and see every tag with its settings
• Create a tag, and create tags under it
• Make a tag a tag group, or a set of mutually exclusive tags
• Choose who can see a tag
• Change a tag's description, colour and Display Order
• Edit, or set the permissions of, several tags at once
• See the documents that carry a tag
• Disable a tag, and bring it back
• Understand how tags are recommended to users, and change the recommendation settings for the workspace

Tag Management

In Explorer, open the Tags tab and click Manage Tags. Tag Management opens in a new tab and lists every tag as a card, with the tags under a tag listed beneath it and indented.

Tag Management

The toolbar above the cards has:

Control	What it does
Search tags...	Narrows the cards to the tags whose name matches.
Show disabled / Hide disabled	Shows or hides the tags that are switched off.
Expand all / Collapse all	Opens or folds the tags that have child tags.
Add new tag (plus button)	Opens Create New Tag for a tag at the top level.

Under the toolbar, a tip reminds you that holding Shift while ticking a tag also selects all the tags under it.

The tag cards

Each card shows one tag.

Item	What it shows or does
Colour bar on the left	The tag's colour. A tag group is always blue.
Name, and TAG GROUP or MUTUALLY EXCLUSIVE	The tag's name, with a badge when the tag is a tag group or a mutually exclusive set.
Description	The tag's description, when it has one.
Enabled	The switch that enables or disables the tag. A disabled tag is hidden from users.
Tag settings (gear icon)	Opens Tag Settings for the tag.
Tick box	Selects the tag, so you can change several tags at once.
Arrow	Folds or opens the tags under this tag.
Created and By	The date the tag was created and who created it.
Global, Groups or Users	Who can see the tag: everyone, or the number of groups or users it is limited to.
Total Documents	How many documents carry the tag. Click it to see them.
Child Tags and the plus beside it	How many tags are directly under this tag. The plus (Add child tag) creates one.
Handle at the left of the name	Drag to change the order of the tags next to it.

A tag's card

Tag groups and mutually exclusive tags

Two settings decide how users can apply the tags under a tag. Both are set on the parent tag, in its Tag Settings.

A tag group and a mutually exclusive tag

Setting	What it does for users
Tag Group	The tag is a heading to choose from, and it cannot itself be applied to a document. Users open it and apply one of the tags in it. A tag group is shown in blue.
Mutually Exclusive	Only one of the tags directly under it can be on a document. When a user applies another one, the first is taken off. For example, a document is Approved or Rejected, never both.

Who can see a tag

By default every user can see and apply every tag. Allowed Users and Allowed Groups limit a tag to the people you choose. A user outside them does not see the tag in the document viewer, and it is not suggested to them. Leave both empty to make the tag available to everyone again.

The card's Global, Groups or Users shows which it is.

Limiting a tag to a group

Tag Settings

Whether you click the plus to create a tag, Add child tag to create one under another tag, or the gear icon to change one, the same dialog opens: Create New Tag, or Tag Settings with the tag's name.

The Create New Tag dialog

Field	Description
Tag Name	Required. Up to 100 characters.
Description	Optional, up to 500 characters. Users see it when they look at the tag in the viewer.
Tag Group	Makes the tag a heading that cannot be applied itself. See above.
Mutually Exclusive	Lets only one of the tags under this tag be on a document. See above.
Display Order	A number. Tags next to each other are listed with the lowest number first.
Allowed Users	Limits the tag to the users you pick. Leave empty for everyone.
Allowed Groups	Limits the tag to the groups you pick. Leave empty for everyone.
Tag Color	The colour of the tag's bar in Tag Management and in the viewer.
Cancel	Closes the dialog without saving.
Create Tag / Save Changes	Creates the tag, or saves the changes to an existing tag. Create Tag stays off until the tag has a name.

Changing several tags at once

Tick the tags you want to change, and a bar at the bottom of Tag Management shows how many are selected. Hold Shift while ticking a tag to select it and every tag under it.

Button	What it does
Edit Properties	Opens a dialog with Tag Color, Enabled, Tag Group, Mutually Exclusive and Set Permissions. Only the ones you tick are changed on the selected tags.
Set Permissions	Replaces Allowed Users and Allowed Groups on every selected tag. Leaving both empty makes the tags available to everyone.
Clear	Clears the selection.

Applying a change also clears the selection.

Changing several tags at once

The documents of a tag

Click Total Documents on a tag's card to list the documents that carry it. The list opens in its own window, with an Assign button to work with the documents you select.

The documents of a tag

Disabling a tag

Switch Enabled off on a tag's card to disable it. A disabled tag is hidden from users, so it cannot be applied, and it disappears from Tag Management until you click Show disabled. Switch Enabled on again to bring it back.

Tag recommendations

In the document viewer, users who have the Tag Recommendations permission and have turned recommendations on are offered tags to apply, each with the reason it was suggested. See Tags under Document Review for what users see.

How you build the tags changes what is suggested:

• A tag group is never suggested, only the tags in it.
• A tag you have disabled, or limited to users and groups a person is not in, is never suggested to that person.
• Of a set of mutually exclusive tags, only one is suggested at a time.

The Recommendations tab

Tag Management has a second tab, Recommendations, for users who have Manage System Config. Its settings apply to the whole workspace.

Tag recommendation settings

Setting	What it does
Recommend tags in this workspace	When off, nobody sees recommended tags, whatever their own setting, and the document viewer says an administrator has turned them off.
Minimum confidence	A number from 0 to 1, 0.4 unless you change it. A tag is recommended only when its score reaches this value. A higher value means fewer, surer recommendations.
Maximum recommendations per document	A whole number from 1 to 5, 5 unless you change it.
Never recommend these tags	Tags that are never recommended. People can still apply them themselves.
Everyone's tagging	When on, how often each tag has been used across the workspace counts towards a recommendation. When off, it does not.
Tagging in other folders	When on, a person's recent tagging on documents that share no folder with the open document counts. When off, only their tagging in the same folders counts.
Similarity distance limit	A number above 0, up to 100, 15 unless you change it. Documents further apart than this do not count as similar. A lower value is stricter.

Save applies the changes, and Discard changes puts back what was saved. Save stays off until you change a setting and every number is in range. A saved change reaches the document viewer at once.

How to open Tag Management

Step	Description
1	In Explorer, open the Tags tab.
2	Click Manage Tags. Tag Management opens in a new tab.

How to create a tag

Step	Description
1	In Tag Management, click the plus button (Add new tag).
2	Enter the Tag Name, and a Description if you want one.
3	Tick Tag Group or Mutually Exclusive if the tag is a heading or a set of choices.
4	Choose Allowed Users or Allowed Groups to limit who sees the tag, and a Tag Color.
5	Click Create Tag. The tag's card appears in Tag Management.

Example: Creating a tag with two child tags

How to create a tag under another tag

Step	Description
1	On the parent tag's card, click the plus beside Child Tags (Add child tag).
2	Enter the Tag Name and the other settings, and click Create Tag. The new tag is listed under its parent.

How to change a tag

Step	Description
1	On the tag's card, click the gear icon (Tag settings).
2	Change the fields, for example the Description or the Display Order.
3	Click Save Changes.

How to limit who can see a tag

Step	Description
1	On the tag's card, click the gear icon (Tag settings).
2	Under Allowed Groups or Allowed Users, choose the groups or users who should see the tag.
3	Click Save Changes. The card now shows Groups or Users instead of Global.

To make the tag available to everyone again, remove every group and user and save.

How to change the order of tags

Step	Description
1	On the tag's card, click the gear icon (Tag settings).
2	Enter a lower number in Display Order to list the tag earlier, or a higher number to list it later.
3	Click Save Changes. Tag Management lists the tags next to each other with the lowest number first.

How to change several tags at once

Step	Description
1	Tick the tags. Hold Shift while ticking a tag to include every tag under it.
2	In the bar at the bottom, click Edit Properties, or Set Permissions.
3	In Edit Properties, tick each property you want to change and set it.
4	Click the button at the bottom of the dialog, Apply to the number of tags selected.

How to see the documents of a tag

Step	Description
1	On the tag's card, click Total Documents.
2	Look through the list. Select documents and click Assign to work with them.

How to disable a tag

Step	Description
1	On the tag's card, switch Enabled off.
2	To see disabled tags again, click Show disabled. Switch Enabled on to enable the tag again.

How to change the tag recommendation settings

Step	Description
1	In Tag Management, open the Recommendations tab.
2	Change the settings you want, for example Minimum confidence, Maximum recommendations per document, or the tags under Never recommend these tags.
3	Click Save. Tag recommendation settings saved confirms it.

To stop recommendations for the whole workspace, switch Recommend tags in this workspace off and save.

Related configuration

• Tags in Explorer: opening a tag and its documents.
• Tags in Document Review: applying tags and recommended tags.
• Assigning Docs: tagging many documents at once.