Create and organize tags

Tags are shared labels used to classify, filter, and scan work. Manage Tags is where authorized users create, rename, recolor, and delete the shared tag set for the active Space.

Use Manage Tags to:

1. Create a new tag with a clear name and color.
2. Edit an existing tag name or color.
3. Delete tags that should no longer be used.
4. Clean up duplicates before they confuse search, filters, or reporting.
5. Keep tag names consistent across tasks and supported records.

Terms you may see:

• Tag name should be short and specific.
• Tag color helps users scan work where colors are shown.
• Duplicate tags split related work across multiple labels.
• Delete removes the tag from the shared tag list and can affect items that used it.

Before you start

• You need permission to view or manage tags.
• Check existing tags before adding a new one.
• Confirm whether active work still uses a tag before deleting it.

How tags work

1. Open Settings.
2. Open Manage Tags.
3. Review the current tags, sorted with newer tags first.
4. Use Create Tag to add a tag.
5. Use each tag’s more actions menu to edit or delete it.
6. Confirm the result in task or item tag pickers where tags are supported.

Expected outcome: Users have a clean tag list that supports search, filtering, and reporting.

Create a tag

1. Open Settings > Manage Tags.
2. Search mentally or scan for an equivalent existing tag.
3. Select Create Tag.
4. Enter a short name.
5. Choose a color.
6. Save and verify the tag appears in the list.

Edit a tag

1. Open the tag’s more actions menu.
2. Choose edit.
3. Update the name or color.
4. Save the change.
5. Check a tagged task or record if the change is important.

Delete a tag

1. Confirm active work no longer depends on the tag.
2. Open the tag’s more actions menu.
3. Choose delete.
4. Confirm the tag is removed from the shared list.
5. Replace the tag on important active work before deletion when needed.

Prevent duplicate tags

• Use singular or plural consistently.
• Avoid near-duplicates such as VIP, Very Important, and Priority Client unless they mean different things.
• Keep names short enough to scan in task cards and tables.
• Limit tag-management access to users who understand the naming standard.

Troubleshooting

Create Tag is missing or disabled

• Symptom: You cannot add a tag.
• Cause: Your role may not include tag-management access.
• Resolution:
  1. Ask a Space owner/admin to confirm your role.
  2. Ask a tag manager to create the tag.

A tag does not appear in a picker

• Symptom: A tag exists in Settings but does not appear on a task or record.
• Cause: The item type may not support tags, the field may be disabled in App Settings, or the app may still be syncing.
• Resolution:
  1. Confirm the item supports tags.
  2. Confirm tags are enabled where needed.
  3. Refresh after sync.

Filters miss tagged work

• Symptom: Filtering by tag does not show all expected items.
• Cause: Related work may use duplicate tags or no tag at all.
• Resolution:
  1. Open a missing item and check its tags.
  2. Clean up duplicates.
  3. Reapply the standard tag to active work.

FAQ

Are tags the same as folders or lists?

No. Folders and lists organize where work lives. Tags classify work across supported items for filtering and scanning.

Should I delete unused tags?

Delete only when you are sure the tag is not needed for active or historical work.

Who should create tags?

A small group of owners, admins, or team leads should manage shared tags to avoid duplicates.