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Using Tags for Organization#

Tag System Overview#

Tags are the most flexible and powerful way to organize documents in Paperless-ngx. Unlike traditional folder systems, tags allow documents to belong to multiple categories simultaneously, making information retrieval intuitive and efficient.

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Understanding Tags#

What Are Tags?#

Tags are labels that you assign to documents to categorize and organize them. A single document can have multiple tags, creating a rich, multi-dimensional organization system.

Benefits of Tag-Based Organization#

  • Multiple categories: Documents can belong to several categories
  • Flexible searching: Find documents by combining multiple criteria
  • No duplication: No need to store documents in multiple locations
  • Easy reorganization: Change organization without moving files
  • Visual organization: Color-coded tags for quick identification

Creating and Managing Tags#

Creating New Tags#

  1. Navigate to Tags
  2. Click "Add Tag"
  3. Enter tag name and optional description
  4. Choose a color for visual identification
  5. Set matching rules for automatic assignment
  6. Save the tag

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Tag Properties#

Basic Properties#

  • Name: Short, descriptive tag name
  • Color: Visual identifier (choose from predefined colors)
  • Description: Optional detailed explanation
  • Case sensitivity: Whether tag matching is case-sensitive

Tag Management Interface#

The tag management screen provides:

  • Tag list: All available tags with usage statistics

  • Search functionality: Find specific tags quickly

  • Bulk operations: Edit multiple tags simultaneously

  • Usage analytics: See which tags are most/least used

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