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How to use tags to group and identify records

With details on how to add, replace or remove tags from records

Charlotte Cannon avatar
Written by Charlotte Cannon
Updated over a week ago

Tags are a really useful way to organise sets of records in your Papertrail account that may be stored across different folders, or to add extra information to records.

For example, tags may be used for:

  • A temporary contract label for kits

  • Items of equipment which are required to undergo a 6-month LOLER inspection

  • Number of helmets of a certain colour or size for inventory purposes

Please note - to add a tag to an existing record you will need to either be an Admin user or have edit record permissions.

You can easily produce a list of every record with a certain tag by searching for the tag in the search bar, or clicking on the tag displayed on a particular record.

Web app

Navigate to the record you want to add a tag to and click on the Choose tags + field. 

If you don't currently have any tags in your account, or want to add a new tag, type in the tag name in the box and click Create [name].

The tag will then appear as selected in the tag list. If you have any existing tags on the account, they will automatically be displayed in the tag list. If you want to add an existing tag, start typing the name of the tag to narrow down the list displayed and click on the tag to add it to the record.

To remove a tag from a record, click on the X symbol next to the tag name and it will be removed. The tag will still be available in your tag list.

If you want to add a tag to multiple records, select the records you want to add the tag to and click on the ▼ drop down arrow next to Add X inspections and click Tag.

Follow the above steps to add or remove a tag on multiple records. Click Save to complete.

You also have the option to replace all the existing tags on the selected records with one or more different tags. For example, if all the kit belonging to one member of staff is now under the care of someone else, you can replace one tag with another directly.

Mobile app

In the mobile app, the tag icon can be found in the record details under the name and state of the record.

You can create a tag on a record by clicking on the tag icon, typing in the tag and clicking Create '[name]' and Save. If there are existing tags in the account, they will appear as you start typing in the tag name. You can remove and search for a record in the same way as the web application.

To add or remove tags on multiple records, select the records using the Circle icon to the left of the records and click the Three Dots icon. You can choose to Add Tags, Remove Tags and also replace all existing tags. 

Please note - once you create a tag it remains on the tag list in your account. If you have tags you would like to delete from the account altogether, please contact us.

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