Articles on: Admin Settings & Configuration

Managing Document Tags


Document tags are a powerful organizational tool in BlueDocs that help you categorize, filter, and find your documents quickly. Tags are visual labels with customizable colors that can be applied to any document across all document types (SOPs, Knowledge Base articles, Training materials, and Policies).


What are Document Tags?


Document tags are color-coded labels that you can attach to documents to:

  • Organize content by topic, department, priority, or any other criteria
  • Filter documents to quickly find related content
  • Visually identify document categories at a glance
  • Improve searchability and content discovery


Each tag consists of:

  • Name: The text label (minimum 2 characters)
  • Color: A customizable hex color code for visual distinction


Where to Manage Tags


1. Settings Page (Primary Management)

  • Navigate to Settings → Tags tab
  • This is where admins and managers create, edit, and delete organization-wide tags
  • Provides a comprehensive table view of all existing tags


2. Document Creation/Editing

  • When creating or editing any document, you can select from existing tags
  • Use the tag selector in the document form to assign multiple tags
  • Tags appear as colorful badges on the document


3. Document Viewing

  • View assigned tags as colored badges below the document title
  • Remove tags directly from the document view (if you have permissions)


Creating Tags


Requirements

  • Permissions: Only organization admins and managers can create tags
  • Access: Go to Settings → Tags tab


Steps to Create a Tag

  1. Navigate to Settings: Click Settings in the main navigation
  2. Select Tags Tab: Click on the "Tags" tab
  3. Fill in Details:
  • Tag Name: Enter a descriptive name (minimum 2 characters)
  • Color: Choose a color using the color picker (defaults to blue #3b82f6)
  1. Create: Click "Add Tag" button
  2. Confirmation: The tag will appear in the tags table below


Tag Creation Rules

  • Tag names must be at least 2 characters long
  • Tag names must be unique within your organization
  • Colors must be valid hex codes (e.g., #FF5733)
  • Default color is blue (#3b82f6) if not specified


Editing Tags


How to Edit a Tag

  1. Access Tags Table: Go to Settings → Tags
  2. Find Your Tag: Locate the tag in the table
  3. Click Edit: Click the edit icon (pencil) in the Actions column
  4. Make Changes: Modify the tag name in the inline editor
  5. Save: Click the save icon (checkmark) to confirm changes
  6. Cancel: Click the X icon to cancel editing


What You Can Edit

  • Tag Name: Change the text label
  • Note: Color editing is not currently available through the UI after creation


Deleting Tags


How to Delete a Tag

  1. Go to Settings → Tags
  2. Find the Tag: Locate the tag you want to delete
  3. Click Delete: Click the trash icon in the Actions column
  4. Confirm: The tag will be permanently removed


Important Notes About Deletion

  • Permanent Action: Deleted tags cannot be recovered
  • Document Impact: Tags are automatically removed from all documents
  • No Warning: There's no confirmation dialog, so be careful
  • Permissions: Only admins and managers can delete tags


Assigning Tags to Documents


During Document Creation

  1. Create/Edit Document: Go to create or edit any document
  2. Find Tags Section: Look for the "Tags" field in the document form
  3. Select Tags: Click the tag selector field
  4. Choose Tags:
  • Search for tags by typing in the search box
  • Check the boxes next to tags you want to assign
  • Selected tags appear as colored badges
  1. Remove Tags: Click the X on any tag badge to remove it
  2. Save Document: Tags are saved when you save the document


Adding Tags to Existing Documents

  1. Open Document: Navigate to any document
  2. Click Edit: Click the "Edit Document" button
  3. Assign Tags: Use the tag selector as described above
  4. Save Changes: Save the document to apply tag changes


Removing Tags from Documents

  1. View Document: Open any document with tags
  2. Find Tags: Tags appear as colored badges below the document title
  3. Remove Tag: Click the X icon on any tag badge
  4. Automatic Save: The tag is removed immediately


Filtering Documents by Tags


Using the Filter Feature

  1. Navigate to Document List: Go to any document type page (SOPs, Knowledge, etc.)
  2. Open Filter Menu: Click the filter button
  3. Select Tags: Choose "Filter by Tags" section
  4. Choose Tags: Check the boxes next to tags you want to filter by
  5. Apply Filter: Selected documents will show only those with matching tags


Filter Behavior

  • Multiple Tags: Selecting multiple tags shows documents with ANY of the selected tags
  • Clear Filters: Uncheck all tags to show all documents
  • Visual Indicators: Filter button shows when filters are active


Tag Permissions


Who Can Manage Tags

  • Create Tags: Admins and Managers only
  • Edit Tags: Admins and Managers only
  • Delete Tags: Admins and Managers only
  • View Tags: All organization members
  • Assign Tags: Users who can edit documents (typically the document creator, admins, and managers)


Who Can Assign Tags to Documents

  • Document Creators: Can assign tags to their own documents
  • Admins: Can assign tags to any document
  • Managers: Can assign tags to any document
  • Editors: May have limited tag assignment rights based on organization permissions


Best Practices


Tag Naming Conventions

  • Use Clear Names: Choose descriptive, easily understood names
  • Keep It Consistent: Establish naming conventions across your organization
  • Avoid Duplication: Don't create similar tags with different names
  • Consider Hierarchy: Use prefixes for related tags (e.g., "Dept-HR", "Dept-IT")


Color Management

  • Use Consistent Colors: Assign similar colors to related tag categories
  • Ensure Contrast: Choose colors that are easily readable
  • Consider Accessibility: Avoid color combinations that may be difficult to distinguish


Organization Strategy

  • Start Simple: Begin with a few broad categories
  • Evolve Gradually: Add more specific tags as your content library grows
  • Regular Cleanup: Periodically review and remove unused tags
  • Team Coordination: Establish guidelines for when and how to create new tags


Troubleshooting


Common Issues


"I can't create tags"

  • Check Permissions: Only admins and managers can create tags
  • Contact Admin: Ask your organization admin to create the tags you need


"Tags aren't showing up"

  • Refresh Page: Try refreshing your browser
  • Check Filters: Ensure you haven't filtered out tagged documents
  • Permission Check: Verify you have access to view the document


"I can't remove tags from a document"

  • Edit Permissions: You need edit access to the document
  • Admin Access: Contact an admin if you need tags removed


"Tag colors look wrong"

  • Browser Cache: Clear your browser cache and refresh
  • Color Format: Ensure colors are valid hex codes


Getting Help

  • Contact Support: Reach out to your organization administrator
  • Check Permissions: Verify your role and document access permissions
  • Documentation: Refer to this guide for step-by-step instructions


Important Notes


  • Organization-Wide: Tags are shared across your entire organization
  • Document Types: Tags work with all document types (SOPs, Knowledge, Training, Policies)
  • Search Integration: Tags improve document searchability
  • Visual Feedback: Tag badges provide immediate visual context
  • Real-time Updates: Tag changes are reflected immediately across the system


By effectively using document tags, you can create a well-organized, easily navigable document library that serves your entire organization's needs.

Updated on: 07/07/2025

Was this article helpful?

Share your feedback

Cancel

Thank you!