Tags

How can I use tags to organize templates and processes?

Tags are like keywords or labels you can add to templates and running processes. They help you find and filter things in Tallyfy.

Unlike folders (where an item can only be in one folder), you can add multiple tags to the same template or process. This lets you organize things in many ways at once (e.g., a template could be tagged “HR”, “Onboarding”, and “High Priority”).

Who can manage tags?

“Light” members cannot add tags to templates. “Standard” members can add tags to templates they have permission to edit. Only “Administrators” can create, edit, or delete the shared list of tags for the whole organization.

What do I need to use tags?

• Administrator permission (to create/edit/delete the main tag list).
• Permission to edit a template or process (to add tags to it).

Why should I use tags?

• Find things faster: Quickly search for templates or processes with specific tags.
• Organize flexibly: Group items in multiple ways without being limited by folders.
• See labels easily: Color-coded tags help you quickly identify items.
• Filter lists: Combine tags to narrow down the view in your Tracker.
• Group related processes: See all processes related to a topic (e.g., “Client Project”) even if they are in different folders.

How do I manage the organization’s tag list? (Admins only)

Administrators control the list of tags available for everyone to use:

1. Go to Settings > Organization > Tags.
2. To add a new tag, click Add Tag, type the name, choose a color, and save.
3. To change an existing tag’s name, click its name, type the new name, and click Save.
4. To change an existing tag’s color, click the colored square next to it, pick a new color, and click Save.
5. To delete a tag from the organization list, click the menu icon (⋮) next to it.
6. Choose Delete Tag.
7. Confirm you want to delete it. (This removes the tag from the list and from any items it was applied to).

How do I add tags to templates?

Add tags to your templates to make them easier to find in the library:

1. Open the template you want to tag in Edit mode.
2. Click Settings (or Config) in the top toolbar.
3. Go to the Summary tab.
4. Find the Tag field.
   • Start typing to search for existing tags.
   • Click on suggested tags to add them.
   • Type a completely new name and press Enter to create and add a new tag (if you have Admin rights).
5. Click Save Changes.

How do I add tags to running processes?

Add tags to active processes to categorize them while they are running:

1. Open the running process you want to tag.
2. Click the Add Tag button (usually near the process title).
3. Choose from the list of existing tags or type to create a new one (if you have Admin rights).
4. Click away from the tag list to apply it.

How do I filter by tags?

Use tags to show only specific items in your main dashboard:

1. Go to the Tracker view.
2. Click the Add filter button.
3. Choose Tags as the filter type.
4. Select one or more tags from the list.
5. The Tracker view will update to show only processes that have all the tags you selected.

What are tips for using tags effectively?

• Use consistent names: Decide on standard tag names (e.g., always use “Human Resources” instead of sometimes using “HR”).
• Keep it simple: Try to stick to a manageable number of main tags (maybe 10-15) so the list doesn’t get too confusing.
• Group logically: Create tags for useful categories like:
  • Department (HR, Finance, Sales)
  • Type of work (Approval, Review, Onboarding)
  • Priority (High, Medium, Low)
  • Status (Testing, Live, Archived) - Note: Tallyfy has built-in status too.
• Use with folders: Tags work well alongside folders. Use folders for main structure and tags for more specific labels.
• Clean up: Occasionally review your tag list (in Settings) and delete tags that are no longer needed.

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