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Tag documents

Outcome

You can organise the native documents of a project with free tags — for example "Billing", "Q3 release", "Client X" — and narrow the Documents list to the documents that carry them. A document can carry several tags at once.

Before you begin

  • You are a project member with the member role or higher to add or remove tags. Viewers see tags and can filter by them.
  • AI agents can do the same through MCP: kb_set_document_tags (scope kb.write), and kb_list_documents filters by tags.

Add or remove tags

  1. Open Knowledge → Documents and the document.
  2. In the document card, find Tags.
  3. Type a tag in Add a tag… and press Enter (or type a comma). Pasting "Billing, Q3" adds both. Tags already used in the project are suggested under the field — select one to add it.
  4. To remove a tag, select × on it.

Each change is saved at once. Tags belong to the document, not to one of its versions: changing them creates no new version, and every version shows the same tags. You can also add tags when you create a document, in New document.

Rules:

  • at most 40 characters per tag and 20 tags per document;
  • capital letters do not make a new tag: "Billing" and "billing" are the same tag;
  • a comma separates tags, so a tag cannot contain one;
  • extra spaces are removed; control and invisible characters are refused.

Filter the list by tags

  1. Open Knowledge → Documents.
  2. Choose a tag in Any tag, or select a tag chip in a row of the list.
  3. To narrow further, choose another tag in And tag…: the list keeps the documents that carry every chosen tag.
  4. Select × on a chosen tag to drop it, or Clear to drop all filters.

With Archived on, the tag choices count archived documents only.

The search field of the Documents list also matches tags (any part of a tag). Knowledge search and AI agents (MCP kb_search_knowledge, kb_retrieve) find a document when the question contains one of its tags as written, as whole words — capital letters and extra spaces do not matter:

  • "billing docs for Q3" finds documents tagged "Billing" or "Q3";
  • "release Q3" does not find "Q3 release" (the words must be in that order);
  • "billing" does not find "bill";
  • a tag made only of symbols or emoji is not used by search.

A new tag is found at once. In the keyword part of search, a document found only by its tag comes after every document whose text matches; the final order also weighs meaning-based search, so such a document can still rank high. Capital letters are compared with simple lowercasing: "STRASSE" does not find a tag "Straße". Search compares a tag's words, not its meaning: "money" does not find "Billing".

Common problems

Symptom Likely cause What to do
"A tag must be at most 40 characters." The tag is too long Shorten it
"A tag cannot contain a comma (commas separate tags)." The text has a comma Type the parts as separate tags
"20 tags at most — remove one to add another." The document already has 20 tags Remove a tag first
"This document is archived, so its tags cannot change." Someone archived the document Unarchive it first
There is no Add a tag… field You have the viewer role, or the document is archived Ask a member, or unarchive the document
Tags are missing on a public link Tags are for project members only Nothing — this is intended