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.
Each workspace has four default tags:
A tag with the workspace's name;
Trash (this tag marks deleted documents).
How to create tags
To create a new tag, use the "+ Create tag" option on the Dashboard.
The access level determines if the tag will be a WS tag or a Personal tag.
💡 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…
From here, you can rename tags, change their color, reorder, and hide tags on your own Dashboard.
Go to Workspaces > Taxonomy > Tags to manage tags for the entire team.
Go to the Tag page and manage tag owners in tag settings and…
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.
Alternatively, you can open the document's settings and add tags from there:
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:
And hide tags you don’t want to see on your dash.
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.
In both scenarios, you can also arrange the tags in the desired display order by dragging those.
#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
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:
#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.
To share tags, you can invite people by email or give them a direct link.
Note: Some sharing restrictions may apply depending on your subscription plan.