Tech Tip: Using Tags to Track and Locate Documents
Learn how to use informational tags to quickly flag an item belonging to a particular category or status to easily locate documents.
September 8th, 2009 Comment on this articleInformational tags allow you to quickly flag an item as belonging to a particular category or status. Any piece of information that is either true or false about a document can be represented with a tag. For instance, you might want to mark all the documents that are high priority, all the documents that are urgent and need to be dealt with quickly, or all the documents that have been scanned but still need to be filed appropriately. Since each of these questions is answered with either a ‘yes’ or a ‘no’ – either the document is high priority or it isn’t, for instance – they are appropriate for tagging.
Tagging becomes particularly useful when you’re later trying to locate these documents, especially if they may exist in various places in the repository. For example, you might decide that all documents that need to be filed or re-filed should have a “To Be Filed” tag applied to them. When your scanner operator scans a batch of files, they can apply this tag to the documents that need to be reviewed and placed in the appropriate folder; if a user finds a document in the wrong place but doesn’t know where to put it, or doesn’t have the rights to move it themselves, they can apply the tag, too. Then, on a regular basis, a power user could search for all documents that have the “To Be Filed” tag and move them to their correct locations. As soon as the document is correctly filed, they would remove the tag so that it wouldn’t show up on the next search. You could use a similar principle to mark all urgent documents with an “Urgent” flag, so that they could be searched daily and dealt with in a timely manner.
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