TL;DR: Create custom tags with names, colors, and optional hierarchy to keep your assets organized and easy to filter. User must be an Admin to assign Tags to an asset. With Tags, you can: filter asset list views, apply permissions, and group asset list views by parent tags.
What Are Tags?
Tags are labels you apply to assets in Lexful. They support nesting (parent/child relationships) and can be scoped to specific asset types or made available globally.
Creating a Tag
Click Tags on the left menu, then click + New Tag.
Fill in the following fields:
Name - Enter a tag name. This is the label that will appear on assets.
Parent tag - Choose a parent tag to nest this one within a hierarchy, or leave it set to None (top-level tag) to keep it at the root level.
đĄ Use parent tags to build logical groupings - for example, a parent tag of "Region" with children like "US-East" or "US-West."
Color - Select a color to visually distinguish this tag from others.
Description - Optionally add a description to clarify the tag's purpose for your team.
Available for - Leave this field empty to allow the tag on all asset types, or specify one or more asset types to restrict where it can be applied.
Create tag - Click Create tag to save. The tag is immediately available to apply to assets.
Applying a Tag (Admin role required)
When you open an asset there is a plus sign with a circle around it next to the asset name at the top.
Click the + symbol to select from all available tags and apply one to the asset.
Once you have tagged your assets, you can use the new tags filter to display assets matching the selected tag type.
Controlling Access with Tag-Based Grants
Tags do more than organize - they can also control who can see assets. Tag-based access grants are a third layer of permissions in Lexful, alongside group-based and user-based grants.
When a tag has restricted access configured, only the specified users or groups will be able to see assets carrying that tag.
How it works
Access is configured per tag, from the Access tab inside the tag editor. To get there:
Open the tag editor - Go to Platform > Tags and click the tag you want to configure.
Switch to the Access tab - Click Access at the top of the edit panel.
Choose an access level - Select one of the two options:
Anyone with access to the asset - No additional restriction. The tag does not limit visibility beyond existing asset permissions.
Restricted to specific people and/or groups - Only the users or groups you specify will be able to see assets carrying this tag.
Add users or groups - If you selected the restricted option, use the Users and Groups fields to assign access. You can add individual users, groups, or both.
Click Apply - Your changes take effect immediately.
đ Groups must already exist before you can assign them here. Set up groups first under Platform > Groups, then return to the tag's Access tab to apply them.
đĄ If multiple tags are assigned to a single asset, a user needs to be a member of one of the groups/tags to be granted access.
đĄ Tag-based grants work well for client segmentation. For example, create a tag per client and restrict it to only the group of technicians who work on that account - any asset tagged with it will be automatically scoped to that group.
â ď¸ Restricting access on a tag affects every asset carrying that tag. Review which assets use the tag before applying restrictions to avoid unintended loss of visibility for other users.