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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