Tags are labels you add to your records so that related information stays connected. You can tag projects, activities, documents and invoices. Once a record is tagged, every other record with the same tag is one click away.
This is what turns a folder of files into a history. Tag every record about the garage door, and two years later you can see the quotes, the invoices, the inspection and the board minutes in one list, in date order, without remembering where any of it was filed.
You can find your tags at any time under Settings > Tags in the sidebar menu, or from the Recent Tags card on your dashboard.
Every tag belongs to a group, such as General, Asset, Common Element or Unit. To learn what each group is for and how to add more groups, see What is Tags Feature.
Creating a new tag
There are two places to create a tag. Use the Tags page when you are setting up a batch of tags. Use the tag field inside a record when you are working and realize the tag you want does not exist yet.
Creating a tag from the Tags page
Go to Settings > Tags in the sidebar menu.
Click Add Tag in the top right. The Create Tag window opens.
Enter the Tag Name.
Choose the Tag Group. This defaults to General.
Add a Description if you want one. This is optional, but it is worth filling in for any tag whose purpose is not obvious from its name, because everyone in your workspace sees it.
Click Create.
The tag now exists but is not attached to anything yet. See Adding an existing tag to a record below.
If you need a long list of tags created at once, send the list of names and the group each one belongs to to [email protected] and we will set them up for you.
Creating a tag from inside a record
You can create a tag while you are working in an activity, project, document or invoice. The tag is created in your workspace and added to the record you are in.
This flow has one step people often miss. The create option does not appear until you have typed a name, and it does not become clickable until you have chosen a group.
Open the record and find the Tags field. On an activity it sits in the Activity Information panel. On a project it is on the Project Details tab, below Scope. On a document or invoice it is in the Document Information section, below the description. In edit mode the field reads Add tag(s) to organize by topic.
If you are viewing a saved record, hover over the tags and click the edit icon that appears beside them. If you are creating the record, or you are already in edit mode, the field is ready to use.
Click into the field and type the name of the new tag. A list of your existing tags appears as soon as you click in, so check that list first. The create option only appears once what you have typed does not match an existing tag.
A row appears reading Click to Create New Tag "your tag name". It is grey at this point and clicking it does nothing.
Click Select Group on the right of that row and choose a group. The row now turns green.
Click the green Click to Create New Tag "your tag name" text. The tag is created and added to the field.
Click the green check button to save the record. Clicking the green x discards the tag you just added.
If the name you typed disappears before you finish, click back into the field and type it again. Clicking outside the field clears what you have typed.
Adding an existing tag to a record
Open the record, or start creating a new one.
Click into the Add tag(s) to organize by topic field.
Scroll the list, or start typing to narrow it, then click the tag you want. You can add as many tags as you need.
Click the green check to save. On a new record, click Create.
To remove a tag from a record, click the x on the tag, then save.
Adding records to a tag from the Tags page
If you want to attach several existing records to one tag, work from the tag instead of from the records.
Go to Settings > Tags.
Click the tag name, or the eye icon in the Actions column. A panel opens on the right showing everything already tagged.
Click Add Records.
Choose Projects, Activities, Documents or Invoices.
Scroll or type to find the record, then click it to attach it.
Viewing the history behind a tag
Go to Settings > Tags, then click the tag name or the eye icon.
The panel lists every record carrying that tag, grouped by year and then by month, most recent first. Click a year to collapse or expand it.
Use the All, Projects, Activities, Documents and Invoices buttons at the top to show one type of record at a time.
Click any record in the list to open it.
You can open this same panel by clicking a tag anywhere in Managemate, including on the dashboard and on any record.
To see who changed a tag and when, click the three dots in the panel and choose Changelog.
Finding records by tag
Every list page has a Tag filter.
Open Projects, Activities, Documents or Invoices from the sidebar menu.
Click the Tag filter, then scroll or type to find the tag.
Click the tag. The list updates to show only records carrying it.
Add a second tag to narrow the list further. Filtering on Garage Door and Quote together shows only the garage door quotes.
Click Clear Filters to start over.
Editing or deleting a tag
Go to Settings > Tags and find the tag. You can search by name or filter by group.
In the Actions column, click the middle edit icon. You can also open the tag and use the three dots menu.
Change the name, group or description, then click Save.
Editing a tag updates it everywhere it is used, so renaming a tag does not break any of its links.
To delete a tag, click the delete icon on the right of the Actions column, then click Yes to confirm. Check the Total Records column first, so you know how many records will lose the tag.
Summary
Tags are labels that connect related records across projects, activities, documents and invoices.
Every tag belongs to a group. Every workspace starts with General, Asset, Common Element and Unit, and more can be added on request.
Create tags from Settings > Tags, or from the Add tag(s) to organize by topic field inside any record.
When creating a tag inside a record, you must type a name, choose a group, then click the green create text.
Click any tag to see its full history, grouped by year and month.
Use the Tag filter on any list page, and combine tags to narrow your search.