Use categories and tags to organize records

Assign a single category and multiple tags to records across CalmCompliance so you can group, filter, and find them quickly. Categories are configured per module type and can control access by group, while tags are shared across the system by default and add flexible, cross-cutting labels.

Categories vs. tags

Categories are per module type. A document category, a risk category, and an incident category are separate lists configured in their own settings areas. Each record can have one category, and categories can be used to restrict access by group—so only users in the assigned groups can see records in that category.

Tags are system-wide by default. The same tag can be used on documents, forms, incidents, issues, work orders, and other records. When you create a tag, it is available everywhere unless you enable Limit Usage to restrict it to specific content types.

Which record types support categories and tags

You can assign categories and tags from the record screen in these areas:

• Documents — one category and multiple tags

• Forms — category and tags

• Incidents — category and tags

• Issues — category and tags

• Work orders — category and tags

• Work schedules — category

• Asset models — tags

• Risk assessments — category and tags

How to assign a category or tags to a record

1. Open the record you want to organize, or start creating a new one.

2. Find the Category or Tags field on the record screen.

3. For Category, select one option from the list.

4. For Tags, click the field and select one or more tags. You can also type to search.

5. Save the record.

For documents, the Category and Tags fields appear when you create or edit a document. See Organizing Documents for document-specific behavior.

For asset models, open the asset model and find the Tags section. See Asset Models and Definitions for details.

How to find records by category or tag

Most list views include a Tags filter, either on the filter bar or under More Filters. Select one or more tags to show only records with those tags. When you select multiple tags, choose between Match Any (OR) and Match All (AND) logic. Match Any shows records with any of the selected tags; Match All shows only records with every selected tag. To clear filters, click Clear or remove individual filter chips.

See Tag-Based Filtering and Search for a full guide.

Before you start

• Tags must be created in Settings > Tags before they appear in selectors. See Creating Organizational Tags.

• Categories are managed per module. For example, document categories are configured in Settings > Documents, and risk categories in Settings > Risks.

• When you create a tag, you can enable Limit Usage to restrict it to specific content types. If a tag is missing from a record type, check its limits in Settings > Tags.

Common questions