Tags & Organization

Use tags to categorize and organize documentation across projects.

What are Tags?

Tags are labels you apply to files for flexible categorization. Unlike folders (which create hierarchy), tags enable:

• Multiple categorizations per file
• Cross-project organization
• Filtering and search
• Auto-categorization rules

Tag Types

Contextium supports four tag types:

Category

Organize by content type:

• category:api
• category:guide
• category:reference
• category:tutorial

Status

Track document lifecycle:

• status:draft
• status:review
• status:published
• status:archived

Team

Assign ownership:

• team:engineering
• team:product
• team:support
• team:sales

AI Context

Control AI agent behavior:

• ai:high-priority - AI should focus here
• ai:low-priority - AI can skip
• ai:require-review - Require human review

Creating Tags

Manual Tagging

Apply tags to individual files:

1. Open a file
2. Click Add Tag in the sidebar
3. Select existing tag or create new
4. Tag is applied immediately

Quick Tag Creation

Create tags on the fly:

1. Type tag name (e.g., "category:api")
2. If tag doesn't exist, click Create
3. Tag is created and applied

Tag Format

Tags follow the format: type:value

• type - One of: category, status, team, ai
• value - Lowercase, hyphens instead of spaces

Examples:

• ✅ category:api-reference
• ✅ status:needs-review
• ✅ team:frontend-engineering
• ❌ Category:API Reference (wrong format)
• ❌ api (missing type)

Auto-Apply Rules

Automatically tag files based on rules (Admin permission required).

Create an Auto-Apply Rule

1. Navigate to Settings → Tags
2. Click Create Rule
3. Define the rule:
   • Pattern type - Path, filename, or content
   • Pattern - Match criteria
   • Tag - Tag to apply
4. Click Create Rule

Rule Examples

Tag all API documentation:

• Pattern: Path contains /api/
• Tag: category:api

Tag drafts:

• Pattern: Filename contains [draft]
• Tag: status:draft

Tag team-specific docs:

• Pattern: Path starts with /engineering/
• Tag: team:engineering

Rule Application

Rules apply:

• To new files automatically
• To existing files when "Apply to Existing" is clicked
• Only to files matching the pattern

Managing Tags

View All Tags

1. Navigate to Settings → Tags
2. See all workspace tags
3. View usage count for each tag

Edit a Tag

1. Navigate to Settings → Tags
2. Click the tag to edit
3. Update name, type, or color
4. Click Save

Tag changes apply to all files using that tag.

Delete a Tag

1. Navigate to Settings → Tags
2. Click the tag to delete
3. Click Delete
4. Confirm deletion

Tag is removed from all files. Files are not deleted.

Bulk Tag Management

Apply tags to multiple files:

1. Navigate to All Files
2. Select checkboxes next to files
3. Click Add Tags
4. Select tags to apply
5. Click Apply

Searching by Tags

Tag-Based Search

Find files with specific tags:

1. Use the search bar
2. Click Filter
3. Select one or more tags
4. View filtered results

Tag Combinations

Combine tags for precise filtering:

• category:api AND status:published - Published API docs only
• team:engineering AND status:draft - Engineering drafts
• category:guide AND ai:high-priority - High-priority guides

Tag Best Practices

Use Consistent Taxonomy

Define your tag system upfront:

Category tags:

• api, guide, reference, tutorial, troubleshooting

Status tags:

• draft, review, published, archived, deprecated

Team tags:

• engineering, product, design, support, sales

Don't Over-Tag

• 2-4 tags per file is ideal
• More tags = harder to maintain
• Use folders for hierarchy, tags for attributes

Combine with Folders

Use both for best organization:

• Folders - Physical location, hierarchy
• Tags - Characteristics, cross-cutting concerns

Example:

📁 API Documentation
  📄 Authentication.md
    🏷️ category:api
    🏷️ status:published
    🏷️ team:engineering

Tag Colors

Customize tag appearance:

1. Navigate to Settings → Tags
2. Click a tag
3. Select a color
4. Click Save

Colors help visually distinguish tag types in the UI.

SSO Group Sync

Enterprise plans can sync tags with SSO groups:

1. Navigate to Settings → Tags
2. Click a tag
3. Enable SSO Group Sync
4. Map to SSO group
5. Click Save

Users in that SSO group automatically see files with that tag.

Tag Analytics

View tag usage:

1. Navigate to Settings → Tags
2. See usage count per tag
3. Identify:
   • Most used tags
   • Unused tags
   • Tags needing cleanup

Tag API

Manage tags via API:

# List all tags
curl -X GET "https://api.contextium.io/tags" \
  -H "Authorization: Bearer YOUR_API_KEY"

# Apply tag to file
curl -X POST "https://api.contextium.io/files/{fileId}/tags" \
  -H "Authorization: Bearer YOUR_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"tag": "category:api"}'

# Search by tag
curl -X GET "https://api.contextium.io/search?tags=category:api" \
  -H "Authorization: Bearer YOUR_API_KEY"

See API Documentation for full reference.

Next Steps

• Search files by tags
• Create auto-apply rules
• Use the API