← Back to Knowledge Base

Using Tags to Categorize Documents

Documents & Organization

Default Tags

When you create a workspace, Notoria seeds a set of default tags based on your chosen language. For English workspaces, the defaults are:

  • Meeting (blue)
  • Presentation (purple)
  • Interview (green)
  • Study (amber)
  • Daily Journal (red)

You can rename, recolor, or delete any of these defaults. They are a starting point, not permanent fixtures.

The Tags Page

Click "Tags" in the sidebar to see all tags in your workspace. The Tags page lists every tag with its color and name. From here you can:

  • Create new tags
  • Edit existing tags (change name or color)
  • Delete tags you no longer need

AI-Suggested Tags

During document processing, the AI analyzes the transcribed content and suggests relevant tags from your existing workspace tags. Suggested tags appear on the document details panel. You can accept a suggestion by leaving it in place, or remove it by clicking the X next to the tag.

The AI only suggests from tags that already exist in your workspace. It does not create new tags on its own during processing. However, you can ask the AI Chat to create new tags for you.

Adding and Removing Tags on a Document

  1. Open a document.
  2. In the details panel, click the plus icon next to "Tags".
  3. A dropdown appears with a search field labeled "Filter tags..." and the list of available tags.
  4. Type to filter, then click a tag to add it to the document.
  5. To remove a tag, click the X on the tag badge in the details panel.

Creating a New Tag

  1. Go to the Tags page (click "Tags" in the sidebar), or open the tag dropdown on any document.
  2. Click "Create new tag".
  3. Pick a color using the color picker.
  4. Enter a name (max 100 characters).
  5. Click "Save".

Tags are workspace-wide. Once created, all workspace members can see and use them on any document.

Filtering by Tag

In the "Documents" page, use the filter bar to filter documents by tag. Three filter operators are available:

  • "has any" - shows documents with at least one of the selected tags.
  • "has all" - shows only documents that have every selected tag.
  • "has none" - excludes documents that have any of the selected tags.

Combine tag filters with other filters like date range or file type for precise results. See Searching Your Documents for the full list of available filters.

FAQ

Are tags per-user or per-workspace?

Per-workspace. All members see and can use the same set of tags.

Can the AI create new tags, or only suggest existing ones?

During document processing, the AI only suggests from existing tags. Through the AI Chat, you can ask it to create new tags - it will show you a plan and wait for your approval before making any changes.

Can I merge two tags?

Not directly. To consolidate tags, create the tag you want to keep (if it doesn't exist already), re-tag the documents from the old tag to the new one, then delete the old tag.