What Are Tags?

Tags are keywords applied to documents to help organize, categorize, and filter the archive. Think of them as labels that make it easier to find related files without typing a search query.

Tag Categories

Tags are organized into categories to keep the taxonomy consistent. The recommended categories are:

Manual Tags vs Auto-Tags

• Manual tags — Applied by users during upload or through the Documents page. These are intentional and reflect human knowledge about the file.
• Auto-tags — Suggested by the system based on document content analysis. Auto-tag extracts text from PDF, DOCX, and TXT files and matches phrases against existing tags.
• Auto-tag suggestions are not applied automatically. Users must review and accept them.
• If auto-tag fails, manually applied tags are preserved.

Recommended Tag Format

• Use lowercase for tag names.
• Use hyphens for multi-word tags (e.g., water-quality).
• Include a category prefix when helpful (e.g., type:report).
• Avoid duplicate or near-duplicate tags (e.g., report and reports).
• Keep tags short and descriptive.

Managing Tags

Managers and admins can manage tags through the Account page:

• Create — Add new tags with an optional category.
• Replace — Replace one tag with another across all documents.
• Remove — Remove a tag from all documents. The tag definition is kept but disassociated.

Tag cleanup operations show how many documents are affected before applying changes.

Requesting Tag Cleanup

If you notice duplicate, misspelled, or confusing tags:

• Contact your manager or an admin.
• Describe the tag(s) that need attention.
• Suggest a replacement if applicable.