Task guide
Document tags
Tag documents as they are filed, keep the firm's list of tags tidy by renaming or merging them across every document, and switch the tools on or off with the Document tools feature.
Tags on documents
A tag is a short label on a document, such as title-deed or board-pack, that cuts across folders and matters. Add tags when you file a document: the upload step asks for the folder, the kind of document and any tags. A tag is written in lower case letters, numbers and hyphens. Search finds a document by its tag as well as by its title and words; see Find anything with search.
The firm's list of tags
Under Settings, Documents, Document tags, the register lists every tag in use on the firm's documents, with how many documents carry it. Search it by tag name. A tag appears here once a document carries it, so there is nothing to add; an empty list reads "No tags yet".
Over time the same idea gets spelled several ways. To tidy that, open a tag's menu and choose Rename or merge:
- Type the New name.
- Save. Every document carrying the old tag, including those in the bin so that a restored document comes back under the new name, is changed to the new one.
If the new name is already in use, the two merge: the documents take the existing tag, and a document that carried both keeps one. You are told whether the tag was renamed or merged. Each document changed has its own entry in the audit trail.
Turning the tools on and off
Tags belong to the Document tools feature under Settings, Firm, Features. While the feature is off, Document tags is not offered in Settings and the Documents workspace does not act on several documents at once (moving, tagging, categorising, marking or deleting them together). Tags already on documents are kept. See Features and plans.
Who may keep the list tidy is decided by a role: only someone who may keep the firm's document tags sees Rename or merge.
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