Organise documents with collections and tags

Collections group documents that belong together. Tags label documents so you can filter and find them. You manage both in the Organise documents overlay.

Open the overlay

Select Organise in the action bar. The overlay opens on the Collections section, and a Tags section holds your team's tag vocabulary. Close it with the ×, the Escape key, or by selecting the background.

If Organise is not in your action bar, turn it on in the Document action bar block of your settings.

Collections

The Collections section is a table of your team's collections, with a Name, Description, Tags, Owner, and Created column. It sorts and filters the same way the documents table does. Until your team has its first collection, the table reads "No collections yet."

Create a collection

1. Select New Collection.
2. Enter a name.
3. Optionally, enter a description.
4. Submit.

The collection appears in the table; the overlay stays open so you can create another.

Rename a collection or change its description

Select the name or description cell. It turns into an editable field holding the current value. Press Enter, or select elsewhere on the page, to save.

A collection must have a name. If you clear the name and try to save, the previous name is put back.

Tag a collection

Type a tag into the collection's Tags cell and press Enter. Tags are stored in lower case, and a tag already on the collection is not added twice. Select the × on a tag to take it off.

Work on several collections at once

Tick the checkbox on each collection you want, then use Bulk Add Tags to tag them together, or Bulk Delete to remove them. Deletion is restricted: you can delete the collections you own, and a team administrator can delete any of them.

Filter the documents table by collection

Select a collection's row and then close the overlay. The documents table is filtered to that collection's members.

Select more than one collection and you can choose how they combine:

• ANY — show documents in any of the selected collections. This is the default.
• ALL — show only documents that are in every selected collection.
• NOT — hide documents that are in any of the selected collections.

How collections appear in the documents table

Once your team has collections, the documents table groups its rows under collapsible collection folders. Documents in no collection sit outside the folders. Dragging a row from one folder to another moves the document between collections. See Work with the documents table.

Tags

The Tags section lists your team's whole tag vocabulary. Each row shows the tag, how many documents carry it, how many policy filters refer to it, and who created it. A tag with no documents on it stays in the list — a tag exists until someone deletes it, not until its last use is removed.

Create a tag

Any member of the team can add one. Type a name into New tag... and confirm. The name is tidied up as it is stored, and a duplicate is refused with a notice. The new tag starts on no documents and appears immediately in every member's tag pickers.

Rename, merge, and delete tags

These actions belong to team administrators only. Members see the Tags table as read-only.

• Rename — edit the tag's name in place. Every document carrying it, and every policy filter referring to it, is rewritten in one step.
• Merge — tick the tags you want to combine and choose the tag to merge them into. As with a rename, documents and policy filters are rewritten in one step.
• Delete — confirm the deletion, which tells you how many documents the tag is on. If a policy or automation filter refers to the tag, the deletion is refused and the referring policies are named, so you can change them first.

To put tags on documents rather than manage the vocabulary itself, work from the documents table. See Work with the documents table.