Tags and Tagging
Tags are coloured labels you can attach to almost any record in Qik: profiles, events, articles, workflow cards, files and your own content types. They're a lightweight way to categorise, filter and visually pick out records without adding custom fields.
What a tag is
Each tag is a record in its own right, with a title and two colours: a Foreground Color (the text colour) and a Background Color. Because tags are shared records, the tag "Priority" on a profile is the same tag as "Priority" on a workflow card.
Adding tags to a record
- Open the record and edit it.
- In the tags field, start typing. Matching tags are suggested as you type, and Recently used tags appear below for one-click adding.
- If the tag doesn't exist yet, choose Create new "…" to create it on the spot. This option only appears if you're allowed to create tags.
- To remove a tag from the record, click it.
Managing tags
Go to Content and find the Tags panel. Click View All to see every tag, or New Tag to create one. Open a tag to rename it or change its colours, for example:
- A red background for urgent or high-priority items.
- A green background for approved or completed items.
- A blue background for items in progress.
If you end up with duplicates (say "VIP" and "V.I.P."), select them in the tag list, open Actions and choose Merge (shown as, for example, "Merge 2 tags"). See Merging tags and scopes.
Finding records by tag
- Search — tag names are included in search, so typing a tag name in a list's search box (or the global search) finds records with that tag.
- Filters — add a condition on Tags in the filter builder, for example "Tags Is one of Priority". See Using the Filter Builder.
- Smart lists — save a tag-based filter as a smart list so your team can return to it instantly.
Tagging many records at once
Select the records on a list page, open Actions and choose Bulk edit. Tags can be added or removed across all the selected records in one go. See Batch (Bulk) Editing and Bulk operations and progress.
Tags and automation
Workflow steps don't have a built-in "add tag" or "remove tag" function. If you need tags to change automatically, a developer can do it with an action (see Actions). In many cases a workflow step, a scope or a custom field is a better fit than a tag for tracking where something is in a process.
Permissions
Adding an existing tag to a record only needs permission to edit that record. Creating new tags, and renaming, recolouring or merging tags, needs permission on tags themselves.
Tips
- Keep tag names short and consistent, and agree a naming convention with your team.
- Use tags for loose or temporary categories, and custom fields for structured data you'll report on.
- Tidy up regularly: merge duplicates and remove tags no one uses any more.