Before you start
Admins manage tags, their hierarchy and tag-access settings. Admin and Support users can assign tags to records they can edit, within their organization scope. Filing changes that affect restricted tags also require record-access management permission.
A tag is a reusable label. In asset types with folder display enabled, that same tag appears as a folder. Assigning several tags does not create copies of a record.
Create a tag
Open Settings → Tags.
Use the new-tag action.
Enter a Name that explains the topic.
Choose a Parent tag, or keep None (top-level tag).
Choose a Color and add an optional Description.
Under Available for, select the asset types that can use the tag. Leave it empty to allow all asset types.
Choose Create tag.
For example, create IT operations, then create Networking, Backup and recovery, and Device management beneath it. A parent can contain both records and child tags.
Edit a tag
Open the tag from Settings → Tags. On Details, update its name, parent, color, description or supported asset types, then choose Save changes.
Changing a parent changes the hierarchy. Review inherited access before moving a tag beneath a restricted parent. A tag that does not accept the current asset type can still appear as a navigation route to compatible descendants.
Apply a tag to a record
Open the document or asset.
Choose Add tag near its name.
Select a compatible tag.
Check that the tag appears on the record.
Use the remove control on an assigned tag when you intend to remove that membership. For folder-based filing, use Add to folder… to keep existing memberships, or Move to folder… to replace the relevant source memberships.
Set tag access
Open the tag and choose Access.
Review any inherited access shown from its ancestors.
Choose the appropriate access option and select users or groups.
Choose Apply. Tag-access selections are staged until you apply them.
With a restricted parent, Use inherited access grants only retains the parent's grants. Add additional access grants adds people or groups; it does not remove inherited access.
A restricted tag does not automatically make a record private. Ownership, other assigned tags and direct record grants can provide other access paths. Normal organization and asset-type authorization still applies. See the access guide before using tags to separate sensitive records.
Reorganize tags carefully
The tag list provides Move, Merge and Delete actions for selected tags. Review the proposed changes and confirmation before applying them. These operations can affect existing assignments, descendants and access; changing a tag hierarchy is different from moving one document between folders.
Use descriptive names and avoid parallel tags with the same meaning. Before a bulk reorganization, identify the intended destination and review affected records and grants.