Simple Chat

Create and manage tags

Create colored workspace tags and apply them to documents.

What this does

Tags are workspace labels that organize documents and create filtered source sets for chat. This guide creates a tag and applies it to documents.

Video planned

Create and manage tags walkthrough

Recording planned. Show create and manage tags end to end and explain why this task helps a user.

To publish this video:

  1. Upload the recording to YouTube or Microsoft Stream.
  2. Save a poster frame as docs/images/video-posters/guide-create-and-manage-tags.png.
  3. Add the watch URL to this slot in docs/_data/media.yml.

Why you would use this

Use tags when folders and file names are not enough: a document can belong to a project, phase, customer, or review set without being moved. Tags replace brittle naming conventions and long manual selections, but they are not access control.

Before you start

  • The workspace type must be enabled with enable_user_workspace, enable_group_workspaces, or enable_public_workspaces; see Workspaces settings.
  • You need permission to manage documents in the workspace.
  • Upload or sync at least one document if you want to assign the tag immediately.

Steps

  1. Open Personal Workspace, Group Workspace, or Public Workspaces.
  2. Open the Documents tab.
  3. Select Manage Tags.
  1. In Manage Workspace Tags, enter a name in Tag name (lowercase, alphanumeric).
  2. Pick a Color and select Add.
  3. To tag several documents, select Multi-select and choose documents.
  4. Use Tag Assignment or Tag Selected.
  1. Choose Add Tags (append to existing), Remove Tags (remove specific tags), or Replace All Tags (overwrite existing), then select Apply to Selected Documents.

Verify it worked

The tag appears in Existing Tags with a count after assignment. Folders, Folders + Cards, and Filter by Tags can use it.

Troubleshooting

Symptom Likely cause Fix
The tag name changes after typing Tag names are normalized to allowed characters Use lowercase letters, numbers, hyphens, or underscores.
A tag count is zero The tag exists but is not assigned Use Multi-select and tag assignment to apply it.