The main method for organizing documents on Simplifya is through the use of tags. This article covers everything related to using tags when organizing your compliance documents (something we strongly recommend).
In case you haven't read How to upload documents to Simplifya, you should give that a quick skim.
To skip ahead:
- Adding tags to existing documents
- How many tags can a document have?
- Filtering the documents list by tags
- Creating your own tags
How do I add tags to a document I've already uploaded?
The document details pane allows you to add or remove tags from an existing document
If you forgot to add tags to a document when uploading it (or want to change the one you did add), editing the tags on a document is simple.
From your list of documents, click on the "View Details >" anchor text. It's the text on the right side of every document. Clicking "View Details" will make a pane slide in from the right that has your document's details, including the name, file type, the name of the person who uploaded it, and you guessed it, the tags.
To add a tag to the document, begin typing into the search box. As you type the list of existing tags will filter according to what you've entered into the box. If what you've typed doesn't match any existing tags, click 'Enter' and you've created a new tag.
To remove a tag, click the 'x' to the right of that tag name. This will only remove the tag from this individual document, and won't have any effect on the tag itself.
How many tags can a document have?
There is no limit to the amount of tags a document can have. We've made it this way to give you flexibility, and because we know a document can be a reference for multiple functions. In fact, that's one of the big reasons we chose to give you tags, instead of a more mundane folder structure for organizing documents.
Can I view documents by tag?
Filter documents by tag, or multiple tags
Yes, in fact we've made it so tags are one of the main ways to filter your documents. To view your documents by tag, type into the "Tags" filter bar above your list of documents. Like everywhere else when you add tags, the list of tags will filter down as you type.
Select a tag, and you'll see your list of files automatically shrink.
|Tip: To filter even more, try adding a second tag to the filter box. The list will filter even more to show you only the files that have both tags in common.|
Can we create our own tags?
Yes, you can create any tag that doesn't already exist in the system. What's that mean? Well, our Regulatory Analysts maintain a set of commonly used tags that you can add to your documents. As long as the tag you're trying to create isn't the same as one we've created, you're good to go.
There are two places where you can add your own tags:
- When uploading documents (on the "Review Files" screen)
- In the document details pane when viewing a document
In both places, you can type the name of your desired tag into the box. If what you've typed doesn't match any existing tags, click 'Enter' and you've created your new tag.
Keep reading: Viewing and downloading documents