📍 Background
Kafinea's main interface
Tags are keywords that act as labels and can link records together. This feature is very useful for organizing and quickly finding records, particularly in the context of Electronic Document Management.
1. Create a hashtag #
There are two ways to create a label in Kafinea:
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From a record Click the "+ Add Tag " button in the header of a record. The form that appears displays existing tags. The right side of the form allows you to create a new tag.
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From User Preferences: Go to Main Menu > Settings > Preferences > My Tags. From this screen, you can add, edit, or delete tags. See User Preferences for more details.
Tip: You can create multiple tags at once by typing the name of each new tag separated by a comma.
Private or public tags:
By default, a tag is private (visible only to its creator). To make it accessible to all users of the instance, check the " Public tags " box when creating it.
2. Assign a label to a record #
To associate an existing label with a record:
- Open the record the relevant entry
- Click the " + Add Tag " button in the header
- Select the desired label from the list provided
A single record can have multiple tags. To remove a tag, click the cross (×) next to its name in the record header.
3. Filter by hashtag #
To view records with the same tag, click on the desired tag in the Tags section of the left pane of the relevant module. The table of records update to display only those records with the selected tag.
4. Labels and documents #
Every document imported into Kafinea (quotes, invoices, delivery notes, resumes, etc.) is considered a record Documents module. As a result, the tags applied to these different types of documents are cross-functional: when you click on a tag, you’ll see all documents with that tag, regardless of their type.
Where can I find documents bearing the same label?
Go to Kafinea > Documents > Tags to view all documents sorted by tag.
Example: A construction company creates a tag named "Algeco." By applying this tag to various documents, the company can simply go to Documents > Tags to view all documents with that tag. This allows them to find, all in one place, quotes that include the rental of portable buildings, the invoice for those rentals, and the acceptance forms for those portable buildings. A feature that greatly simplifies Electronic Document Management!
5. Frequently Asked Questions #
How do I delete a tag?
Go to Main Menu > Settings > Preferences > My Tags. Select the tag you want to delete and click Delete. Public tags can only be deleted by their creator or an administrator.
What is the difference between a private and a public beacon?
A private tag is visible and usable only by the user who created it. A public tag is accessible to all users of the Kafinea instance.
Can I filter by multiple tags at once?
Yes, you can click on multiple tags in the left pane to refine your search.