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Creating and Managing Tags

Tags are flexible labels you can create and apply to documents within Zudello to help categorize, filter, and organize your workflows. They provide a way to add custom metadata or flags to documents beyond the standard fields.

Use Cases for Tags​

  • Workflow Status: Mark documents with tags like "Urgent", "Query", "Pending Review", "Month End".
  • Categorization: Group documents by project, campaign, location, or any custom category (e.g., "Project Alpha", "Marketing Q3", "Sydney Office").
  • Reporting: Filter document views and reports based on specific tags.
  • Automation Triggers: Use tags as conditions or actions in automation sentences (e.g., "If tag is 'Urgent', assign to Manager").

Managing Tags (Admin Task)​

Creating, editing, and deleting the available tags is typically an administrative function.

  1. Navigate to Settings: Access the Zudello settings area, often under Administration, Organisation Settings, or Data Management. Look for a section named Tags or Labels.
  2. View Existing Tags: Review the list of currently available tags.
  3. Create New Tag:
    • Click the "Create" or "Add Tag" button.
    • Name: Enter a clear and concise name for the tag (e.g., "Urgent", "Project Alpha"). Tag names are often unique.
    • Color (Optional): Assigning a color can make tags more visually distinct in lists and on documents. Choose a color from the available palette.
    • Description (Optional): Add a brief description explaining when or how the tag should be used.
    • Save the new tag.
  4. Edit Tag:
    • Select an existing tag from the list.
    • Modify its name, color, or description as needed.
    • Save the changes. Note: Changing a tag's name will update it on all documents where it's currently applied.
  5. Delete Tag:
    • Select an existing tag you wish to remove.
    • Click the "Delete" option. You may be asked to confirm.
    • Caution: Deleting a tag will remove it from all documents it's currently applied to. This action usually cannot be undone.

Applying and Removing Tags (User Task)​

Users with appropriate permissions can apply or remove existing tags from individual documents.

  1. Open Document: Navigate to and open the document you want to tag.
  2. Find Tags Field/Section: Locate the "Tags" field or section on the document view. This might be in the header or a dedicated panel.
  3. Apply Tag(s):
    • Click into the Tags field or use an "Add Tag" button.
    • A dropdown or search list of available tags will appear.
    • Select the desired tag(s) from the list. You can usually apply multiple tags to a single document.
    • The selected tags will appear on the document. Changes are often saved automatically, or you may need to click Save.
  4. Remove Tag(s):
    • In the Tags field/section on the document, click the 'x' or remove icon next to the tag you want to remove.
    • The tag will be removed from the document.

Filtering by Tags​

Most document list views (e.g., Invoices, Purchase Orders) allow you to filter by tags.

  1. Go to List View: Navigate to the relevant module/submodule list view.
  2. Open Filters: Access the filtering options for the list.
  3. Select Tag Filter: Find the "Tags" filter. Select one or more tags from the list to show only documents containing those specific tags.
  4. Apply Filters: Apply the filter criteria to update the list view.

Best practices​

  • Keep Tag Names Clear: Use intuitive names that are easy for users to understand.
  • Establish Conventions: Define guidelines within your organization on how and when specific tags should be used to ensure consistency.
  • Avoid Redundancy: Don't create tags for information already captured in standard fields (e.g., don't create a tag for each supplier if you have the Supplier field).
  • Use Colors Strategically: Assign colors to highlight important tags (like "Urgent") or to group related tags visually.
  • Regularly Review Tags: Admins should periodically review the tag list to remove unused or outdated tags and ensure relevance.

Tags offer a simple yet powerful way to enhance document organization and workflow management within Zudello.

Need help?​

If you need assistance creating tags or understanding how to use them effectively, contact your organisation administrator or Zudello support.