Tags
In Docwize, users have the option of tagging a document. A tag functions like a colorful ‘sticky note’ that helps identify documents related to a similar topic and/or that contain the same key phrases, format, or content. Depending on permissions, users can tag documents, un-tag documents, and use AI-generated tag suggestions. One document can have multiple tags attached to it. Users also have the option of assigning a single document to a tag, or bulk-assigning documents to a tag.
Administrators: For information on creating and managing the tag taxonomy, see Tags in System Configuration.
What users can do in Tags
- Apply or remove tags from documents
- Use tags in the preview sidebar
- Bulk-assign documents to a tag
- Use AI-generated tag suggestions when the feature is enabled
- Browse similar documents from the tag suggestions panel
Accessing Tags
Tags are accessed by clicking on the hamburger icon in the Preview Document's horizontal toolbar to access the sidebar. Then, one can navigate to the 'Tag' section on the sidebar.
Example: Sidebar Displaying Tags
Sidebar details
| Item | Description |
|---|---|
| Tag icon | Navigates to the tag section. |
| AI Suggestions button | Toggles the Recommended Tags section, which displays AI-generated tag recommendations when available. |
| Search button | Opens a search field to filter the tag list by name. |
| Applied tags list | A list of tags that have been applied to the document being previewed will be listed here. |
| Remove tag (x) | Clicking on the ‘x’ will remove the selected tag from the document. |
| Information icon | In instances where a description was provided, hovering over the information icon will list the relevant tag’s description. |
| Search | Enables users to search tags by their name. Users can double-click on the options listed to apply the tag/sub tag to the document. |
| Expand / collapse arrow | Expands/collapses list of sub-tags pertaining to the relevant tag group. |
| Hover menu | Hovering over the group or mutually exclusive icon populates the list of sub tags related to the selected tag group, or the related mutually exclusive options. Users can double-click on the options listed to apply the tag/sub tag to the document. |
| Pin | Pins the tag group to the top of the ‘Tags’ section in the sidebar. Pinning frequently used tags allows for convenient access. |
| Information icon | In instances where a description was provided, hovering over the information icon will list the relevant tag’s description. |
Tag Suggestions
When enabled by an administrator, AI-generated tag recommendations appear automatically in the Tags panel when a document has been analysed. Recommendations are based on similar documents in the workspace, recent tagging patterns, and the document's content and metadata (such as document type, folder, and existing labels).
The Recommended Tags section appears at the top of the Tags panel when suggestions are available.
Recommended Tags section in the Tags panel
Recommended Tags details
| Item | Description |
|---|---|
| Match level | Indicates the strength of the recommendation: Strong match, Good match, or Possible match. |
| Reason | A brief explanation of why the tag was suggested — for example, "Found on 3 similar documents" or "Frequently used by you recently". |
| Accept (✓) | Applies the recommended tag to the document directly from the Tags panel. |
To apply a suggested tag, double-click it, or click the ✓ (Accept) button on the suggestion. To see which documents influenced the recommendation, single-click the suggestion to open the Similar Documents panel.
Note: If tag suggestions have been disabled by an administrator, the feature will not appear in the Tags panel.
Similar Documents panel
Single-clicking a suggested tag opens the Similar Documents panel, which lists the documents that influenced the recommendation, along with a score showing how closely each document matches.
Similar Documents panel
| Column | Description |
|---|---|
| Doc Number | The document number of the similar document. |
| Description | The description of the similar document. |
| Type | The document type. |
| Score | Indicates how closely the document matches the current document. |
From this panel, users can preview documents and use standard document actions such as viewing details or exporting. Multiple items can also be selected for bulk actions. The suggested tag can be accepted directly from this panel using Accept.
How to tag a single document
| Step | Description |
|---|---|
| 1 | Open the relevant document in the 'Preview Document' view. |
| 2 | Navigate to the tag section in the right-hand side bar. |
| 3 | Select the relevant tag group and either expand the sub tag options, or hover over the grouping icon, to populate a list of associated tags. Double-click on the relevant tag. |
| 4 | The name of the selected tag will populate the 'tagged' section, indicating that the tag is applied to the document. |
Here is an example of tagging a single document:
Example: Tagging a single document
How to un-tag a document
| Step | Description |
|---|---|
| 1 | Open the relevant document in the 'Preview Document' view. |
| 2 | Navigate to the Tag section in the right-hand side bar. |
| 3 | Click on the 'x' icon of the tag you want to remove from the document. |
Here is an example of un-tagging a document:
Example: Un-tagging a document
How to bulk-assign documents to a tag
| Step | Description |
|---|---|
| 1 | Click on the box icon to select the relevant document(s) OR directly click on ‘Assign’ and choose ‘Select All’ to select all documents in grid display.Note: The upper most checkbox in the toolbar can be used to select all or deselect all documents. |
| 2 | Click on ‘Assign’ and choose ‘All’ or ‘Selected’. |
| 3 | From the horizontal toolbar in the pop-up dialog, select the Tag option. |
| 4 | Click on the "+" sign of the relevant tag you want to assign. |
| 5 | Click 'Save'. |
Here is an example of how to bulk-assign documents to a tag:
Example: Bulk-assigning documents to a tag