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).
(screenshot placeholder — capture: the Document tags settings screen showing categories with their exclusivity and cascade switches, and the coloured tags beneath each)
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.