Organize Project Notes with Tags
Vaasu Guduguntla
Last Update לפני יומיים
Note tags help you organize and filter project notes by audience or purpose. Instead of scanning through every note to find what you need, you can tag notes (like "Operations" or "Setup") and filter to see only the ones that matter.
Tags vs Categories
Notes have two ways to organize them, and they work differently:
- Categories are a fixed list built into TalleFlow: General, Meeting, Call, Email, Project, and Follow-up. Every business sees the same categories. You cannot add, rename, or remove them.
- Tags are a custom catalog that your business creates and manages. Admins can add whatever tags make sense for your workflow, like "Operations," "Photo Booth Attendant," "Vendor Notes," or anything else.
You can use both on the same note. Categories describe the type of interaction. Tags describe the audience or purpose.
Note: These are different from project tags (which label entire projects) and custom fields. Note tags only apply to notes.
Setting Up Note Tags
Note tags are managed at the business level, not per-project. Every tag you create is available across all projects in your business.
- Go to Business Settings.
- Find the Note Tags section.
- From here you can:
- Create new tags
- Rename existing tags
- Reorder tags (drag to change the order they appear in the picker)
- Archive tags you no longer need
Only owners and admins can manage the tag catalog.
Using Tags on Notes
When creating or editing a project note, you can apply one or more tags from your business catalog.
- Open a project and go to the notes section.
- Create a new note or edit an existing one.
- Select tags from the tag picker. You can apply multiple tags to a single note.
- Save the note.
Tagged notes display their tags as chips on the note card, making it easy to see at a glance what each note is for.
Filtering Notes by Tag
On the project notes list, you can filter by tag to see only notes with a specific label. This is especially useful when your project has many notes and different team members need different information.
For example, an event coordinator could filter to "Operations" to see setup and logistics notes, while a photo booth attendant could filter to their tag to see only the notes relevant to their role.
For example, an event coordinator could filter to "Operations" to see setup and logistics notes, while a photo booth attendant could filter to their tag to see only the notes relevant to their role.
Archiving Tags
When you archive a tag:
- It stays visible on notes that already have it (the chip still appears)
- It can no longer be applied to new notes (it disappears from the picker)
- It is not deleted, just retired
This is useful when a tag was relevant for past projects but you do not want it cluttering the picker going forward.
Things to Keep in Mind
- Tags are business-wide. A tag created for one project's notes is available on all projects.
- You pick tags from the catalog. There is no free-typing in v1; all tags must be created in Business Settings first.
- Notes without tags continue to work exactly as before.
- Notes can still be filtered by category and pinned status, just like before. Tag filtering is an additional way to organize.