Managing Document Tags V 1.0

Document Tags help you manage documents and make it easier to find the document you want. 

Tags are used to filter and refine document searches from the document page.  When a user is searching for a specific document type, they can enter a tag in the search 

Contents

• Adding Organisation Tags
• Editing Organisation Tags
• Deleting Organisation Tags 
• Merging Organisation Tags

If you're an Organisation Admin you can manage Organisation Tags on the Settings page.

Adding Organisation Tags

Go to the Settings page by clicking on your profile photo or initials at the top right of the screen and selecting 'Settings'. Then select 'Tags'.

Click '+ Tag' to add a new tag.

Enter the Tag Name. This should provide information about the type of file. For example, Capital Works Fund, Insurance, Financial report etc.

Save

Note: Organisation Tags added to the list have a 'Source' which states where the Tag has come from.

Document Page

Organisation Admins can add Organisation Tags to a file that's already in the Document Management System.  Click the Documents Icon to go to the Document page.

Search for a document by entering the Plan Number or Contractor then click the icon on the left (EG PDF or JPEG to go to the Document.

Select 'Edit'.

Enter a Tag for the file under 'Document Tags'. Tags that match the text will appear on the drop-down menu. If no tags appear, the Tag is new and will be saved to the list of Organisation Tags. Select the Tag to add or hit 'Enter'.

Editing Organisation Tags

Organisation Admins can make changes to Organisation Tags on the Settings page. Go to the Settings page by clicking the User Icon and selecting 'Settings'. Then select 'Organisation Tags'.

All Organisation Tags will be listed. Find the Tag to edit then click the three dots on the right of the row and select 'Edit'.

Enter a new Name for the Tag.

If a Tag is updated, the new name will appear on the list of available tags. The old name of the Tag will not be removed from any documents that were tagged before the update. 

Make sure the name is correct.

Click 'Save'.

Deleting Organisation Tags

Organisation Admins can delete Organisation Tags.

Go to the Settings page by clicking the User Icon and selecting 'Settings'. Then select 'Organisation Tags'.

All Organisation Tags will be listed. Find the Tag to delete then click the three dots on the right of the row and select 'Delete'.



If a Tag is deleted, it will be removed from the list of available tags. The Tag will not be removed from any documents that were tagged before the deletion.

When the pop-up appears to confirm the deletion, click 'Confirm'.

Merging Organisation Tags

Organisation Admins can merge two Organisation Tags into a single category. Go to the Settings page by clicking the User Icon and selecting 'Settings'. Then select 'Organisation Tags'.

All Organisation Tags will be listed. Find the Tag to merge then click the three dots on the right of the row and select 'Merge tags'.



When the 'Merge Tag' window opens, select the Tag to merge. The Tag that it will be merged with will be listed above the drop-down.

This Tag will no longer be available on the list of Organisation Tags. The old name of the Tag will not be removed from any documents that were tagged before the merge. 

Click 'Save'. 


For more information, please see Categories for the Document Management System, Upload Files to the Document Management System, and Edit Documents and Invoices in the Document Management System.

Organisation Admins should contact us with any further questions regarding this process.