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Smart document organization: find docs faster with Tags

Admins Sales reps 3 min read

Smart document organization: find docs faster with Tags

With a growing number of documents in your account, you’ll need to develop a method of organization that works for you. The best practices for document organization are built around folders and labeling with tags.

In this article, we’ll show you how to create your tag system for quick and easy access to PandaDoc documents. The best part? Tagging functionality is free with all plans.

Let’s start

  1. What are tags and why use them?
  2. How do I add tags?
  3. What if I need to remove tags?
  4. How do I search for documents by tags?
  5. How can I track the status of my documents with tags?

What are tags and why use them?

Think of tags as the keywords related to your docs. Use them as unique identifiers for groups of docs, or to categorize your files by any criteria.

Avoid playing any guessing games when it comes to finding the document you need with tags. While a document can only be stored in one folder, a doc can have as many tags as you want.

Don’t get us wrong: folders are useful. But tags add much more flexibility to your doc organization. There’s no need to compromise on order or quick access – tags help when you’re searching for a document and don’t know where it’s located.

How do I add tags?

With PandaDoc, you can add tags for docs and templates from the actions menu (click on the three vertical dots) in the document and template list. You can choose from the list of tags created earlier in your workspace, or create your own on the fly.

Once you add tags, you can see all of them in the doc details.

You can add multiple tags to your documents. If you’re wondering how many tags to use, 85% of our users use 5 tags or less, while 15% of customers use 6+ tags.

What if I need to remove tags?

It’s even easier to remove a tag than to add one. Just open “Manage tags” from the context menu and simply remove the tag(s) from the list.

How do I search for documents by tags?

This is our favorite part: there are no complex searches or coded queries. Once you’ve created a new tag, an automated document list with filters appears.

Simply scroll down the doc management panel and filter by tags to find the doc you’re looking for. When you use tags to organize your docs, your files will remain in their original folder. Tags simply provide a fast and flexible way to find the docs you want without combing through each folder.

You can also search for documents with two or more tags at the same time to narrow your search results.

How do I keep my tag system consistent?

Develop a standard naming convention for your tag system and share it with your colleagues. It’s best practice to keep your tags to 2 words or less. If you need a longer description for a tag, consider splitting into multiple categories. Keep in mind that all tags will be available to any teammate in your workspace.

How can I track the status of my documents with tags?

Tags and labels are widely used to mark the status of documents. PandaDoc takes this to the next level by applying all status filters to your doc panel by default.

Implementing a tagging system makes organizing and locating documents a breeze. Whether your approach is folder or tag-first, streamline the way your store your docs to keep things organized and save everyone time.

This functionality is free with all plans: log into your PandaDoc account to try it out.

New to PandaDoc? Start your trial here

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