Use workspace tags in conjunction with Workspaces to define areas of your business (Accountancy, Internal, HR etc), and create a powerful classification system for all of your work.
Improve discovery: Tags create a uniform language, making it easier for everyone to find threads and documents quickly.
Ensure collaboration: Shared tags ensure everyone is on the same page, facilitating better teamwork.
Better organization: Consistent tagging across different workspaces will help your business maintain an orderly and structured repository of work.
We recommend using workspace tags as a specific classification mechanism for each business area, they gain extra power when used in concert with team tags.
In this guide
- Configuring workspace tags
- Tag properties
- Tagging threads and documents
- Require document tagging
- Applying tags to documents (via threads)
- Filter threads and documents by tag
Configuring workspace tags
Your team owner or admin can configure workspace tags from the Settings > Workspaces > Tags screen. These are available for use by every team member.
Use the 'Add' button to create a new tag for the workspace.
Tag names can only include upper and lowercase letters, and cannot include symbols or special characters, similar to when using Twitter hashtags.
To create grouped tags you can use a single forward slash "/"
Tag properties
Where workspace tag or text properties have been defined they can be related to a group of tags by clicking the 'Properties' button. Each property can be set as Required, Optional or Off reflecting how your business chooses to classify work. When classifying work these properties will display in the order in which they were set.
The number of tag properties that have been set displays alongside the tag. Properties can be configured at the level of an individual tag by using the menu '...' on each tag.
Tagging threads and documents
Apply a tag to threads or documents using the plus button on the 'Relates To...' control.
Select the 'Tags' dropdown from the 'Relate To...' screen. Select your tag(s) from the relevant workspace of the list that appears. You can quickly filter the list using the 'search' field, and collapse other groups as needed. The collapsed/expanded state of each group is remembered for next time.
You can add or remove tags on existing threads or documents by opening a thread for editing, or viewing the document details.
Require document tagging
The workspace settings can be used to require whether a tag from the workspace must be used to classify a document before it can be saved.
The tag will be required when the document is related to a unit from the workspace (project, matter, job etc), or to a connection whose relationship type is associated with the workspace (customer vendor etc).
In the example below, CVM Business Solutions are a customer. The customer relationship type is associated with an Accountancy Workspace. The Accountancy Workspace requires document tagging and the Tax tag group requires a Year tag to be set.
When the Tax Return document is uploaded, an Accountancy Tag must be selected.
The Workpapers tag is selected
The year is now required.
Once the year is selected the document can be saved.
Applying tags to documents (via threads)
When you apply tags to your threads, we'll automatically add those tags to any documents related to the thread.
Filter threads and documents by tag
To view threads or documents grouped by tags navigate to the appropriate tab in the connection or project you are working on. Select the filters menu, followed by the 'Tags...' option.
You can filter by any tags related to the documents or threads in this view.
You will also find team tag filters are available in 'Assigned to me' and within 'Smart Views'
🪄 Tip: whenever you upload a document or create a thread within this filtered view it will automatically be 'related to' the connection and tags #WorkSmarter
-
Learn other ways to organise and filter your threads in Workiro: