Document Tags ▶️

Tags are a powerful feature in Handbook that allow you to organize your documents into easily identifiable groups or folders. By tagging documents, you can simplify document management, streamline your workflow, and quickly locate specific files based on relevant categories. Whether you're organizing policies, training materials, or other important documents, tags can help you keep everything in order.

In this article, we’ll walk you through how to use tags when creating and managing documents, and how administrators and managers can use them to enhance document organization.

What Are Tags?

Tags are labels you can assign to your documents to categorize them based on themes, departments, projects, or any other classification that fits your needs. For example, you might tag documents with labels like “Meetings,” “Safety Procedures,” or “Training Materials.” Once tags are applied, they help you quickly sort and filter documents when managing or searching through your content.

How to Add Tags When Creating or Editing Documents

Whether you’re creating a new document or editing an existing one, adding tags is simple and can be done in just a few steps.

Step 1: Create or Edit a Document

1. Create a New Document:
   • Navigate to Edit Handbook from the admin panel.

   • Click on the New button to start creating a fresh document.

     
     
2. Edit an Existing Document:
   • In Edit Handbook, find the document you want to modify.

   • Double-click on the document to open it for editing.

     
     

Step 2: Add or Edit Tags

1. Once you have your document open for editing, scroll to the right-hand side of the page where you’ll find the Settings section.
2. In the Settings section, locate the Tags field.
3. Add New Tags:
   • Type in your desired tag. You can add multiple tags by separating each one with a comma.
     • For example: “Meetings, Safety Guidelines, Training Materials.”
   • If the tag already exists, it will be suggested to you as you type.
4. Save Your Tags:
   • Once you've added all relevant tags, click Save to apply them to the document.

How to Use Tags When Managing Documents

Once you've added tags to your documents, you can use them to better manage and sort your content. Here’s how to use tags effectively in the document management process:

Filter Documents by Tag

1. Go to the Documents section in your admin panel.
2. In the filter or search bar at the top of the page, you’ll find an option to filter by Tags.
3. Select the Tag filter, and a list of all available tags will appear.
4. Click on a tag to view all documents that have been assigned that label.

   • For example, clicking on “HR Policies” will show you all documents related to HR policies.

     
     

Sort Documents by Tag

1. After filtering by tags, you can also sort documents by their tags.

2. This helps you display the documents in a specific order (by title, date, etc.) to further organize your content.

   
   

Assign or Edit Tags

1. If you need to edit or add tags to an existing document, follow these steps:
   • Navigate to Edit Handbook.
   • Open the document you want to edit by double-clicking on it.
   • In the Settings section, edit the tags as needed.
   • Save the document to apply any changes.

Best Practices for Using Tags

To get the most out of the Tags feature, consider the following best practices:

Use Descriptive Tags

• Choose tags that are clear and descriptive. The more specific your tags, the easier it will be to find documents later on.

• Example: Instead of just using “HR,” use tags like “HR Policies” or “Employee Benefits” for greater specificity.

  
  

  Limit the Number of Tags

• Avoid over-tagging documents. Too many tags can make it harder to filter and sort documents. Stick to a manageable number of tags that truly categorize your documents.

  
  

  Standardize Your Tagging System

• To maintain consistency, create a standardized system for tagging. For example, decide upfront if tags should be singular or plural (e.g., “Policy” vs. “Policies”) and stick to it across all documents.

  
  

  Use Tags for Organization, Not Access Control

• Remember: Tags do not control document visibility. They are purely for organizing and categorizing documents. If you need to control access to specific documents, use Locations to assign permissions and restrict visibility to certain teams, departments, or locations.

How Managers and Administrators Benefit from Tags

For administrators and managers, tags are invaluable tools for organizing and managing large numbers of documents. Here’s how you can take full advantage of tags:

Quickly Find Documents

• As the number of documents in your organization grows, tags allow you to easily locate and manage specific documents without sifting through pages of content.

• Use the tag filtering system to locate documents by category or department. This is especially helpful when you're dealing with multiple teams or departments, each with their own set of policies and procedures.

  
  

Audit and Compliance

• Tags can be used to track documents for compliance purposes. For example, if your team is preparing for an audit, you can use tags like “Compliance” or “Audit Documents” to quickly pull up all necessary files.

  
  

Improve Document Access Control

• By using tags in combination with location or department settings, administrators can control which documents are visible to which teams, improving both security and organization.
• Tip: To restrict access to specific documents based on team or department, use Locations for greater control over visibility.

Conclusion

Tags are an essential tool for organizing, filtering, and managing documents in Handbook. Whether you’re categorizing documents for specific departments, organizing training materials, or keeping track of compliance files, tags make it easy to stay organized and ensure your documents are easily accessible.

By using descriptive tags, sticking to a consistent naming system, and leveraging filtering and sorting features, administrators and managers can streamline their document management process and improve overall efficiency.

Remember: Tags are for organization purposes only. If you need to restrict access to specific documents, you should use Locations to manage visibility.