# 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

{% stepper %}
{% step %}
Go to **Settings** > **Tags**.
{% endstep %}

{% step %}
Click **+ New Tag**.
{% endstep %}

{% step %}
Enter details:

* **Name** — Tag label
* **Color** — Visual identifier
* **Category** — Group for organization (optional)
  {% endstep %}

{% step %}
Click **Create**.
{% endstep %}
{% endstepper %}

### Quick Create

{% stepper %}
{% step %}
When tagging an item, start typing a tag name.
{% endstep %}

{% step %}
If it doesn't exist, click **Create "\[name]"**.
{% endstep %}

{% step %}
The tag is created and applied.
{% endstep %}
{% endstepper %}

## Tag Categories

Organize tags into categories.

### Create a Category

{% stepper %}
{% step %}
Go to **Settings** > **Tags**.
{% endstep %}

{% step %}
Click **Manage Categories**.
{% endstep %}

{% step %}
Click **+ New Category**.
{% endstep %}

{% step %}
Enter category name.
{% endstep %}

{% step %}
Click **Create**.
{% endstep %}
{% endstepper %}

### Assign Tags to Categories

{% stepper %}
{% step %}
Edit a tag.
{% endstep %}

{% step %}
Select a category from the dropdown.
{% endstep %}

{% step %}
Save.
{% endstep %}
{% endstepper %}

## Applying Tags

### Tag a Project

{% stepper %}
{% step %}
Open the project.
{% endstep %}

{% step %}
Find the **Tags** section.
{% endstep %}

{% step %}
Click **Add Tag**.
{% endstep %}

{% step %}
Select or search for tags.
{% endstep %}

{% step %}
Tags are applied immediately.
{% endstep %}
{% endstepper %}

### Tag Multiple Items

{% stepper %}
{% step %}
Select multiple items (checkboxes).
{% endstep %}

{% step %}
Click **Tag** in the bulk actions.
{% endstep %}

{% step %}
Select tags to apply.
{% endstep %}

{% step %}
Apply to all selected.
{% endstep %}
{% endstepper %}

## Filtering by Tags

### Filter Projects

{% stepper %}
{% step %}
Go to Projects.
{% endstep %}

{% step %}
Click **Filter**.
{% endstep %}

{% step %}
Select **Tags**.
{% endstep %}

{% step %}
Choose tags to filter by.
{% endstep %}

{% step %}
View matching projects.
{% endstep %}
{% endstepper %}

### Filter Other Content

Similar filtering is available for:

* Documents
* Issues
* Activities

## Editing Tags

{% stepper %}
{% step %}
Go to **Settings** > **Tags**.
{% endstep %}

{% step %}
Find the tag.
{% endstep %}

{% step %}
Click **Edit**.
{% endstep %}

{% step %}
Update name, color, or category.
{% endstep %}

{% step %}
Save changes.

Changes apply to all tagged items.
{% endstep %}
{% endstepper %}

## Deleting Tags

{% stepper %}
{% step %}
Go to **Settings** > **Tags**.
{% endstep %}

{% step %}
Find the tag.
{% endstep %}

{% step %}
Click **Delete**.
{% endstep %}

{% step %}
Confirm deletion.

The tag is removed from all items.
{% endstep %}
{% endstepper %}

## Merging Tags

Combine duplicate or similar tags.

{% stepper %}
{% step %}
Go to **Settings** > **Tags**.
{% endstep %}

{% step %}
Select tags to merge.
{% endstep %}

{% step %}
Click **Merge**.
{% endstep %}

{% step %}
Choose the target tag.
{% endstep %}

{% step %}
Confirm.

All items move to the target tag.
{% endstep %}
{% endstepper %}

## 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

***

Related Articles

* [Issues Overview](https://docs.kaana.com/product/managing-projects/projects-overview/issues-overview)
* [Organizations Overview](https://docs.kaana.com/product/organizations-and-contacts/contacts-and-organizations/organizations-overview)
* [User Management](https://docs.kaana.com/product/managing-projects/projects-overview/broken-reference)
* [Roles & Permissions](https://docs.kaana.com/product/managing-projects/projects-overview/broken-reference)
* [Search Tips](https://docs.kaana.com/product/getting-started/search-tips)