How to set up Dashboard tags

Learn how to create and manage tags

Katerina Kondrenko avatar
Written by Katerina Kondrenko
Updated over a week ago

A tag is a keyword you can attach to any document inside a workspace. It allows you to group similar documents based on certain criteria, apply filters, and control access to a set of documents sharing the same tag.

There are two types of tags you can use:

  • Workspace (WS) tags, visible to all workspace users. Changes made to WS tags affect all users. You can share such tags with people outside the platform.

  • Personal tags, visible only to individual users. They let you customize your Dashboard without affecting your team and can be shared with others, both within the Workspace and externally. Such tags contain a profile picture of the person who created them.

personal tags

Each workspace has four default tags:

  • A tag with the workspace's name;

  • Drafts;

  • Archive;

  • Trash (this tag marks deleted documents).

How to create tags

To create a new tag, use the "+ Create tag" option on the Dashboard.

how to create tags

The access level determines if the tag will be a WS tag or a Personal tag.

personal vs workspace tags

💡 You can always share any tag with specific individuals later.

How to edit tags

To edit tags, you can

  • Go to settings on the left panel…

tag settings on the dashboard

From here, you can rename tags, change their color, reorder, and hide tags on your own Dashboard.

rename a tag
  • Go to Workspaces > Taxonomy > Tags to manage tags for the entire team.

managing team tags
  • Go to the Tag page and manage tag owners in tag settings and…

manage tag owners

How to assign tags

To assign a tag to a document from the list, click the edit icon in the Tags column and select a tag you want to assign.

assign tags to documents in bulk

Alternatively, you can open the document's settings and add tags from there:

tags in documents

How to use tags

There can be various scenarios on how to use tags.

#1 Dashboard cleanup

In a busy team creating multiple customer journey maps and personas inside the same workspace, your Dashboard may become cluttered at some point. Use tags to organize it.

To clean up your Dashboard, hide the tags you don’t need.

Option 1: Configuring your Dashboard

You can organize your Dashboard the way you want by hiding the tags (and documents attached to them) only for yourself.

Open tag configuration settings on the Dashboard:

tag settings on the workspace dashboard

And hide tags you don’t want to see on your dash.

hiding tags on your dashboard

Hiding tags also hides the documents with those tags, keeping them out of your way. This won't impact your team members who may still need those documents.

Option 2: Configuring the Dashboard for the entire team

If the entire team wants specific tags to be hidden from the Dashboard, you can configure this on the workspace level. To do this, go to Workspace > Taxonomy > Tags.

hiding tags for the team

In both scenarios, you can also arrange the tags in the desired display order by dragging those.

reorder tags

#2 More flexible work

You can use tags, along with other grouping and filtering options, to organize your Dashboard in the most convenient way.

For instance, if the full list of maps/personas is overwhelming

multiple documents

You can…

  • Filter documents by owners (leaving only those owned by you).

  • Group them by tags and sort by status.

  • Hide unnecessary columns.

The best part? You can save this customized View to replace the default one, making it much easier to navigate:

save documents' view

#3 Managing document access

Tags serve as a way to share your documents with others in a similar way that it used to be with projects.

manage tag access

To share tags, you can invite people by email or give them a direct link.

sharing a tag

Note: Some sharing restrictions may apply depending on your subscription plan.

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