Tags

Using tags for organization

Tags in Tallyfy are keywords you attach to templates and running processes. Unlike folders, you can add multiple tags to the same item. A single template can be tagged “HR”, “Onboarding”, and “High Priority” all at once.

Who can manage tags?

“Light” members can’t add tags to templates. “Standard” members can add tags to templates they have edit access to. Only “Administrators” can create, edit, or delete the shared tag list¹ for the whole organization.

Requirements

• Administrator permission to create, edit, or delete the organization’s tag list
• Edit permission on a template or process to add tags to it

Benefits of using tags

• Find things faster - search by specific tags in seconds
• Organize flexibly - group items in multiple ways without folder limitations
• See labels easily - color-coded tags make identification instant
• Filter lists - combine tags to narrow down your Tracker view
• Group related processes - see all “Client Project” processes even if they span different folders

Managing the organization’s tag list (admins only)

Administrators control which tags everyone can use. Tag names can be up to 30 characters and must be unique within your organization.

1. Go to Settings > Organization > Tags
2. To add a tag, click Add Tag, type the name (max 30 characters), choose a color, and save
3. To rename a tag, click its name, type the new name, and click Save
4. To change a tag’s color, click the colored square next to it, pick a new color, and click Save
5. To delete a tag, click the menu icon (⋮) next to it
6. Choose Delete Tag
7. Confirm deletion - this removes the tag from the list and all items using it

Adding tags to templates

1. Open the template 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 existing tags
   • Click a suggested tag to add it
   • Type a new name and press Enter to create a tag (Admin rights required)
5. Click Save Changes

Adding tags to running processes

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

Filtering by tags

1. Go to the Tracker view
2. Click Add filter
3. Choose Tags as the filter type
4. Select one or more tags
5. The view updates to show only processes matching all selected tags

Tips for effective tag usage

• Use consistent names - pick standard names (e.g., always “Human Resources” instead of sometimes “HR”)
• Keep it simple - stick to around 10-15 main tags so the list stays manageable
• Group logically - create tags for categories like:
  • Department (HR, Finance, Sales)
  • Type of work (Approval, Review, Onboarding)
  • Priority (High, Medium, Low)
• Use with folders - folders for main structure, tags for cross-cutting labels
• Clean up regularly - review your tag list in Settings and delete unused tags

Related articles

Tasks View > Organize tasks and processes into folders

Tallyfy has two separate folder systems - one for templates and another for active tasks and processes - plus tags that let items belong to multiple categories.

Templates > Organizing templates

Organizing your Tallyfy template library through smart folder structures and naming conventions and tags and proper step grouping ensures teams can instantly find and run the right process while maintaining clean version control and regular audit cycles to keep everything accurate and up to date.

Templates > Using folders for templates

Tallyfy lets you create folders and subfolders to organize your workflow templates by department or function and these template folders are completely separate from the task/process folders used to organize running work in the Tasks and Tracker views.

Documenting > Templates

Tallyfy templates are reusable process blueprints that you create once and launch repeatedly to assign tasks and track progress automatically while solving problems like inconsistent quality and lost knowledge through three types: procedure templates for multi-step workflows with conditional logic and document templates for reference materials and form templates for standalone data collection.

Footnotes

1. Tags are organization-wide and synchronized across all users, unlike personal labels in some systems ↩

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