Utilize the approval document tag feature to easily classify and search documents

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In situations where internal audits or important evidence materials are involved, organizations sometimes need to utilize old approval documents. The ability to apply tags to approved documents becomes a powerful feature in situations where collaboration within the organization is essential. Imagine a scenario where collaboration is happening on various projects. With Collavate’s tagging feature, project managers can classify approved documents based on project type, urgency, or specific requirements. For example, a design agency handling multiple client projects can apply tags like “Client abc,” “Urgent,” “Web Design,” etc. to classify documents, and then gather or search documents with the same tags for easy access and review.

Apply tags to approval documents #

  1. Go to the Process menu.
  2. View the document you wish to apply tags to.
  3. On the right-hand menu, click on the TAGs category.
  4. Choose tags to apply from the list or type in a tag name yourself.
    • Yellow tags: Domain-shared tags. Your administrator can create these so that all users in your organization can use them.
    • Gray tags: Personal tags. Individual users can create their own tags, and they will be displayed in gray. Personal tags are not shared with others.
  5. Click on Apply Tags to save your selection of tags for that document.

Search for documents by tags #

Search from within Collavate #

  1. Click on Drive Manager.
  2. On the left-hand menu, click on the My Drive tab.
  3. Click List all files.
  4. On the left-hand menu, click on the TAGs tab.
  5. Input the name of the tag you would like to search or choose from the available list of tags.
    • Yellow tags: Domain-shared tags. Your administrator can create these so that all users in your organization can use them.
    • Gray tags: Personal tags. Individual users can create their own tags, and they will be displayed in gray. Personal tags are not shared with others.
Note: If you select multiple tags at once, you can search for documents which contain all of those tags. It does not search for documents with only a portion of those tags.

Search from Google Drive #

  1. Go to Google Drive.
  2. In the search bar at the top, type ctag: tag name and search.
    • Ex) ctag: Sales

Related Resources #

Official Guide: Start approval in Drive Manager