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Organizing with tags

Tags help you categorize documents in your workspace. Use them to:

  • Group related documents together
  • Filter search results
  • Control which documents appear in search links
  • Quickly find specific content

How tags work​

Tags are scoped to your workspace - each workspace has its own set of tags. The same tag name in different workspaces creates separate, independent tags.

Tag naming rules​

  • Lowercase - Tags are automatically converted to lowercase
  • Alphanumeric + hyphens - Only letters, numbers, and hyphens allowed
  • No spaces - Use hyphens instead: customer-support not customer support
  • Examples: hr-policy, 2024-reports, product-docs

Adding tags to documents​

When uploading​

  1. Click Upload Document
  2. Select your file
  3. In the Tags field, type tag names
  4. Press Enter or comma to add each tag
  5. Click Upload

New tags are created automatically if they don't exist.

On existing documents​

  1. Open the document details
  2. Click the Tags field
  3. Add or remove tags
  4. Changes save automatically

Finding tagged documents​

Using the filter​

  1. In your workspace, click the Filter button
  2. Select one or more tags
  3. Only documents with ALL selected tags are shown

Type a tag name in the search bar with tag: prefix:

tag:product-docs

When creating a search link, you can limit which documents are searchable:

  1. Create a new search link
  2. Under Document scope, select Only specific tags
  3. Choose allowed tags
  4. AI can only search documents with those tags

This is useful for:

  • Public-facing links - Only include public tagged documents
  • Department-specific links - Limit to sales or support documents
  • Project-based links - Scope to project-alpha documents

Managing workspace tags​

Viewing all tags​

Go to Settings > Tags to see all tags in your workspace with:

  • Tag name
  • Number of documents using each tag
  • Last used date

Deleting tags​

  1. Go to Settings > Tags
  2. Click the delete icon next to a tag
  3. Confirm deletion
warning

Deleting a tag removes it from all documents but does not delete the documents themselves.

Renaming tags​

Tags cannot be renamed directly. Instead:

  1. Add the new tag to affected documents
  2. Remove the old tag
  3. Delete the old tag

Best practices​

Use consistent naming​

Create a naming convention for your team:

TypePatternExample
Departmentdept-{name}dept-marketing, dept-sales
Projectproject-{name}project-alpha, project-2024
Statusstatus-{state}status-draft, status-approved
Audiencefor-{audience}for-internal, for-public

Avoid tag sprawl​

  • Review unused tags monthly
  • Merge similar tags (faq and frequently-asked should be one)
  • Delete tags with fewer than 2 documents
  • Document your tagging conventions for the team

If you plan to use search links, design your tags around access control:

Documents
├── [public, product-docs] Product FAQ
├── [public, product-docs] Feature Overview
├── [internal, sales] Pricing Strategy
└── [internal, sales] Competitive Analysis

Then create:

  • Public search link with public tag
  • Sales team link with sales tag

Limits​

LimitValue
Tags per document10
Tags per workspace500
Tag name length50 characters

See also​