DocsUser GuideTags and Labels
Tags and Labels
Classify items with tags and visual labels for faster search, better workflows, and clearer ownership. Use tags for flexible grouping across Spaces and add labels for quick visual cues like environment or sensitivity.
What are Tags?
Free-form keywords (e.g., #prod, #finance, #api) attached to any item. They improve search, filters, and saved views across Spaces.
What are Labels?
Short, color-coded chips (e.g., Production, Sensitive) configured by admins for consistency. Great for at-a-glance scanning in lists.
When to Use Each
- Tags: ad-hoc topics, projects, systems
- Labels: org-wide conventions (env, risk)
- Combine both for powerful filtering and views
Add Tags to an Item
- Open an item → Edit
- In Tags, type
#then a name (e.g.,#billing) - Press Enter to add; repeat for multiple tags
- Save the item
Use consistent casing (e.g., all lowercase) for tidy results.
Apply Labels
- Open an item → Edit → Labels
- Pick from admin-defined options (e.g., Prod, Internal)
- Optional: set one primary label for list highlight
- Save the item
Admins manage labels in Space settings for consistency.
Conventions
- Use prefixes like
#env/prod,#team/sec - Limit to 3–6 tags per item for clarity
- Prefer nouns over verbs:
#onboardingvs.#onboard
Suggested Sets
- Environment:
#env/dev,#env/stage,#env/prod - System:
#db,#sso,#billing - Sensitivity:
#pii,#secrets,#audit
Governance
- Publish a short “tagging guide” in your Team Space
- Review top tags quarterly; merge near-duplicates
- Reserve labels for enforced, org-wide meanings
Search, Filters & Saved Views
Filter by Tag/Label
- Use the sidebar filter or query like
tag:#env/prod - Combine with type:
type:login tag:#db - Filter by label:
label:Sensitive,label:Prod
Saved Views
- Create a filtered list and click Save view
- Share views with your Space for shared workflows
- Pin a view to the dashboard for quick access
Bulk Editing
- Select multiple items → Bulk edit → add/remove tags
- Standardize titles while bulk-tagging
- Use Find Duplicates before bulk actions
Automation & Integrations
- Use CLI or API to tag new imports programmatically
- Webhook flows can apply labels after audits
- SIEM exports include tags/labels for filtering
Cleanup & Quality Control
- Merge similar tags (
#prodvs#production) - Remove unused tags from templates to avoid drift
- Schedule quarterly tag reviews via Tasks
Troubleshooting
- Can’t find items by tag: Check spelling/case; try
tag:filter. - Duplicate tag variants: Bulk replace and update templates.
- Wrong label set: Ask a Space admin to update label definitions.
- Filters feel slow: Narrow by Space/type first, then tags.
- Too many tags: Cap at ~6 per item; move details to Notes/fields.
- More help: Common Issues