Document tags — the colour-coded tag taxonomy with categories, mutual exclusivity, and email-family cascade
Last updated: July 12, 2026 by Steve
Document Tags
Document tags are the colour-coded triage labels coordinators apply to records in the Documents workspace — for example Sensitivity or Review-state labels. Tags are optionally grouped into categories, and two category-level switches shape how they behave: mutual exclusivity (only one tag from that category per document) and email-family cascade (a tag on a parent email propagates to its attachments).
Where to find it
Open the Settings hub and choose Document tags, in the Documents & review group.
Tag categories
| Field | What it controls |
|---|---|
| Display name | The category heading in the tag picker |
| Description | Optional internal note |
| Mutually exclusive | When on, a document may carry only one tag from this category |
| Cascades to family | When on, a tag on an email-family parent propagates to its attachments |
| Sort order | Order of categories in the picker |
| Enabled | Whether the category and its tags are offered |
Tags
| Field | What it controls |
|---|---|
| Display name | The tag label |
| Category | The category it belongs to (blank = an ad-hoc, uncategorized tag) |
| Colour | The chip background colour used throughout the workspace |
| Icon | Optional icon shown on the chip |
| Description | Optional internal note |
| Sort order | Order within the category |
| Enabled | Whether the tag can be applied |
How it affects end-user behavior
In the Documents workspace, coordinators apply tags from the row tag picker or by selecting several rows and bulk-applying a tag. Tags drive a facet filter and a group-by tag view. A mutually-exclusive category allows only one of its tags per document — applying a second replaces the first. When a tag from a cascading category is applied to an .eml/.msg parent, it flows down to the family's attachments.
Tips
- Use a category with mutual exclusivity for one-of-many states (e.g. a Review-state category: To do / In progress / Done).
- Reserve cascade for properties that should apply to a whole email family, such as a sensitivity level.
- Give tags distinct colours so bulk triage is scannable at a glance.