Tags are reader-facing labels that help you identify, filter, navigate, and group related articles, category pages, or files within your knowledge base. A tag is a simple label made up of letters, numbers, words, or phrases that describe the content it is applied to.
Tags are visible to readers on the knowledge base site. They generate unique URLs and improve how content surfaces in both the knowledge base search bar and external search engines such as Google and Bing.
How tags improve your knowledge base
- Simplify navigation for readers through filtering and browsing by topic.
- Group similar articles or files for easier access.
- Improve keyword searches within your knowledge base.
- Boost visibility on external search engines by generating unique URLs for tags.
Use the AI tag recommender to automatically generate and apply relevant tags to your content.
Manage tags page
The Manage tags page is the central hub for managing all tags in your knowledge base project. You can assign tags to articles, category pages, and files on Drive. The page has two tabs: Tags and Groups.
To access the Manage tags page, navigate to Content tools () > Tags in the left navigation bar.
Create tag
Click Create tag to add a new tag to your project's tag library. You can associate it with articles, category pages, and files after creation. Learn more →
Search tag
Use the search field to quickly filter and find existing tags in your project by keyword.
Filter
Use the Filter option to narrow down the displayed tags by tag associations, creation date, or creator.
Export CSV
Click Export CSV to download all tags in your project as a CSV file for external use or analysis.
Tag name
Displays the list of all existing tags in the project.
Created by
Shows the portal user who created each tag.
Date
Hover over the date field to view the creation date and time of each tag.
Tag dependencies
Shows how many times each tag is associated with articles, page categories, and files in Drive. Click any number to open the Tag dependencies panel for that tag. Learn more →
Tag groups
Tags can also be organised into groups from the Groups tab. Tag groups help you consolidate related tags and keep your tag library structured. Learn more →
Bulk actions
Select one or more tags to access bulk actions such as editing, moving, merging, removing references, and deleting tags. Learn more →
Before deleting a tag that has dependencies, remove its dependencies first. Then delete the tag from the tag library.
Portal search
You can also access tags directly from the portal search bar. Select Tags from the search dropdown to find tags and view their dependency information across articles, categories, and Drive files. Learn more →
Best practices
| Do | Don't |
|---|---|
| Keep tag names concise and specific. | Overuse tags on a single article. |
| Use broad category terms that apply across multiple articles. | Assign irrelevant or redundant tags. |
| Maintain consistent tag naming conventions across your project. | Make spelling or semantic errors in tag names. |
| Remove tag dependencies before deleting a tag. | Delete tags that are still in active use without checking dependencies. |
FAQ
Can I view all tags used in my knowledge base?
Yes. The Manage tags page (Content tools () > Tags) displays all tags available in your project. This page helps you manage and maintain a consistent tagging strategy across your content.
Can I view which tag is associated with which article or file?
Yes. The Manage tags page shows tag references in articles, categories, and files under the Tag dependencies columns. Click the number in any column to open the Tag dependencies panel and see the full list of associated content.
Can I assign multiple tags to a single article or file?
Yes. You can assign multiple tags to a single article, category page, or file. There is no strict limit, but Document360 recommends using a reasonable number of tags that accurately represent the main themes of the content.
Can I merge two or more tags?
Yes. Select the tags you want to merge from the Manage tags page and click Merge tags from the bulk actions toolbar. The selected tags will be consolidated into one, and all dependencies will be transferred to the merged tag.
Can I remove tag dependencies?
Yes. You can remove tag dependencies one at a time or in bulk. Select the tags on the Manage tags page and click Remove references from the bulk actions toolbar. You can also remove dependencies from the Tag dependencies panel by clicking the number in the Articles, Page category, or Files in Drive columns.