Tags and Folders
Watch this screencast to see tags in action:
Organizing your documents in folders may serve you well for the beginning. However as number of folders grow it starts to be very challenging to keep organized.
Folders have one huge disadvantage: it is very easy to forget which document belongs to which folder.
Tags comes to the rescue. For example if you have car insurance document just assign to it a series of tags: “car, insurance, crash” and then, even if you forgot where you placed your insurance documents just search for documents with “insurance” and/or “car” tags.
Tags are kind of labels. You can associate (add) tags to a document or to a folder. Tags have a color and a name. Once tagged, documents can be searched by their tags. Conversely, is it also possible to show all the documents tagged with a particular tag(s).
Tags can be pinned on the left bar for quick access. It is easier to explain pinning with help of images:
In order to pin a tag, you need check “Pinned” checkbox. You can do that in edit form of respective tag. Also, in edit form of the tag, you can change tag’s color (foreground and background). Foreground color is color of the text which is written on the tag.
Remember the Comma (,)
Comma, that is the “,” character is used as tags separator. So whenever you add tags (even if you are adding only one) - you need to press comma at the end of each tag name; if you forget to do that - whatever text you entered will be discarded and tag will not be created.
Only folders under Documents tab can be shared between user. Folders under Inbox tab are not going to be displayed at UI of the target users even though it’s possible to set access to it.
If you already set Access on the folder under Inbox tab by moving it into Document tab, you can keep all the properties of this folder, and start proper sharing.
Sharing can be done per user or per group. To share folder with a group you first have to create group. It gives an advantage of applying sharing based on the group rather than single user.
To share the folder file:
Select desired folder/files
Right click on the folder
Select Access submenu option
On the new windows select +Create
Select group or a user, choose Type of the permission, and options.