Using Tags to Categorize Content
Why Use Tags to Categorize
Tags let you label documents, risk assessments, forms, issues, incidents, and other records so you can find related items across different modules. Instead of searching through folders or remembering where something lives, you apply tags like "Health & Safety" or "High Priority" and filter by them later. Tags work across CalmCompliance—the same tag can appear on a document, a risk assessment, and a form. Use tags when you want to group items by theme, priority, or type without being tied to a single folder structure.
How to Add Tags to an Item
Open the item you want to tag (or start creating a new one)
Find the Tags field—usually near the top or in the details section
Click in the Tags field to open the tag selector
Search by typing or scroll through the list, then click one or more tags to apply them
Click Save (or Create for new items)
Selected tags appear as colored badges on the item and in list views. You can add multiple tags to a single item—for example, a fire safety document might have "Health & Safety", "High Priority", and "Quarterly Review".
Note: Tags only appear in the selector if they're available for that content type. If you restricted a tag to documents and risk assessments when creating it, you won't see it when tagging an issue.
How to Remove a Tag
Open the item
Find the Tags field and click the X on the tag badge you want to remove
Save your changes
The tag is removed from that item only. The tag itself still exists and can be used elsewhere.
Before You Start
Create tags in Settings > Tags before using them—they won't appear in the tag selector until they exist. You need edit access to the item you're tagging (e.g., Manager role for Documents to tag documents).
Common Questions
How many tags should I add to each item?
Use as many as are helpful, but avoid over-tagging. Most items work well with 2–5 tags. If you're adding 10+ tags to everything, consider simplifying your tag structure.
Can I tag multiple items at once?
No. Tag items individually. If you have many items to tag with the same labels, tag them as you create or edit them in batches.
What if I tag something incorrectly?
Remove the incorrect tag and add the right one. Tags are flexible—you can change them anytime without affecting the item itself.
Can I see all items with a specific tag?
Yes. Use the tag filter in any module's list view. See Tag-based filtering and search for details.
See Use categories and tags to organize records for a complete guide to which record types support categories and tags, and how they differ.