Tags

Tags help you organize and categorize content across Kaana.

Updated over a month ago

What are Tags?

Tags are labels you can apply to:

  • Projects

  • Documents

  • Issues

  • Other content

Use tags to:

  • Organize similar items

  • Enable quick filtering

  • Create custom categories

  • Improve searchability

Viewing Tags

Tag List

Go to Settings > Tags to see all tags.

Each tag shows:

  • Tag name

  • Color

  • Category (if any)

  • Usage count

Creating Tags

Add a Tag

1

Go to Settings > Tags.

2

Click + New Tag.

3

Enter details:

  • Name — Tag label

  • Color — Visual identifier

  • Category — Group for organization (optional)

4

Click Create.

Quick Create

1

When tagging an item, start typing a tag name.

2

If it doesn't exist, click Create "[name]".

3

The tag is created and applied.

Tag Categories

Organize tags into categories.

Create a Category

1

Go to Settings > Tags.

2

Click Manage Categories.

3

Click + New Category.

4

Enter category name.

5

Click Create.

Assign Tags to Categories

1

Edit a tag.

2

Select a category from the dropdown.

3

Save.

Applying Tags

Tag a Project

1

Open the project.

2

Find the Tags section.

3

Click Add Tag.

4

Select or search for tags.

5

Tags are applied immediately.

Tag Multiple Items

1

Select multiple items (checkboxes).

2

Click Tag in the bulk actions.

3

Select tags to apply.

4

Apply to all selected.

Filtering by Tags

Filter Projects

1

Go to Projects.

2

Click Filter.

3

Select Tags.

4

Choose tags to filter by.

5

View matching projects.

Filter Other Content

Similar filtering is available for:

  • Documents

  • Issues

  • Activities

Editing Tags

1

Go to Settings > Tags.

2

Find the tag.

3

Click Edit.

4

Update name, color, or category.

5

Save changes.

Changes apply to all tagged items.

Deleting Tags

1

Go to Settings > Tags.

2

Find the tag.

3

Click Delete.

4

Confirm deletion.

The tag is removed from all items.

Merging Tags

Combine duplicate or similar tags.

1

Go to Settings > Tags.

2

Select tags to merge.

3

Click Merge.

4

Choose the target tag.

5

Confirm.

All items move to the target tag.

Tag Colors

Colors help visually identify tags:

  • Choose from preset colors

  • Use consistent colors for related tags

  • Consider color-coding by category

Best Practices

Naming Tags

  • Use clear, descriptive names

  • Keep names short

  • Be consistent with naming style

Organizing Tags

  • Create categories for related tags

  • Limit the number of tags

  • Review and clean up regularly

Using Tags

  • Tag items consistently

  • Don't over-tag (3–5 tags maximum)

  • Use tags that aid filtering

Tag Maintenance

  • Review unused tags periodically

  • Merge duplicates

  • Update as needs change

Permissions

Managing tags requires:

  • View tags: Most users

  • Create tags: Members and above

  • Delete/edit tags: Administrators


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