---
title: "🏷️ Tags and Organization"
url: "https://help.scaut.com/en/article/-tags-and-organization"
language: "en"
last_updated: "2025-08-22T18:56:14.532Z"
---

# 🏷️ Tags and Organization

Learn how to use tags to organize and categorize your orders and subjects for better workflow management.

## Overview

Tags provide a flexible way to organize your screening data, making it easy to categorize, search, and manage your orders and subjects. Whether you're tracking recruitment stages, organizing by department, or creating custom workflows, tags help you stay organized.

## Creating and Managing Tags

### How Tags Work

Tags are labels you can attach to orders and subjects to organize your data:

-   **Flexible categorization** - Create any tag that fits your needs
-   **Instant organization** - Apply tags at any point in the process
-   **Team-wide visibility** - All organization members can see and use tags
-   **Custom workflows** - Build your own organizational system

### Where to Create Tags

Tags can be added in two locations:

**Order Page**

-   Add tags while creating an order
-   Tag existing orders at any time
-   Apply tags to bulk orders as a group

**Subject Page**

-   Tag individual subjects
-   Add multiple tags per subject (one at a time)
-   Organize subjects by any criteria you choose

### Tag Creation Rules

**Permissions**

-   All users in your organization can create tags
-   No special roles or permissions required
-   Tags are immediately available to all team members

**Naming Guidelines**

-   **Maximum length:** 30 characters
-   **Allowed characters:** Letters, numbers, and spaces
-   **Special characters:** Supported
-   **Case sensitive:** Yes

### Applying Tags

**When to Add Tags** Tags can be applied at any point:

-   During order creation
-   While screening is in progress
-   After order completion
-   Whenever organizational needs change

**How to Apply Tags**

1.  Navigate to the Order or Subject page
2.  Locate the tag section
3.  Enter your tag name
4.  Save to apply the tag

**Important Limitations**

-   ❌ Cannot add multiple tags simultaneously
-   ❌ No bulk tagging for individual subjects
-   ✅ Bulk orders can be tagged as a group
-   ❌ No central tag management location

## Tag Visibility and Sharing

### Internal Visibility

**Within Your Organization**

-   All team members see all tags
-   Shared organizational taxonomy
-   Consistent categorization across teams
-   No permission levels for tag viewing

### External Sharing

**When Sharing with External Parties**

-   **Shared tags** - Visible to external viewers
-   **Internal tags** - Hidden from external parties
-   **Privacy control** - Maintain internal categorization while sharing

This dual-tag system allows you to:

-   Keep sensitive categorization private
-   Share relevant information with partners
-   Maintain compliance and confidentiality
-   Control external visibility

### Tag Directory

Currently no central tag directory exists:

-   Tags are viewed in context on pages
-   No master list of all tags
-   Manual tracking recommended for consistency

## Best Practices

### Tag Strategy

**Creating a Tag System**

-   ✅ Develop consistent naming conventions
-   ✅ Document tag meanings for team reference
-   ✅ Use prefixes for categories (e.g., "DEPT-Sales", "STATUS-Urgent")
-   ✅ Keep names under 30 characters
-   ✅ Review and clean up unused tags regularly

**Common Tag Categories**

-   **Department:** HR, Sales, Engineering
-   **Priority:** Urgent, Standard, Low
-   **Status:** Review, Approved, Pending
-   **Location:** NYC, Remote, London
-   **Project:** Q4-Hiring, Expansion-2025

### Common Mistakes to Avoid

-   ❌ Creating duplicate tags with slight variations
-   ❌ Using overly long or complex tag names
-   ❌ Forgetting to document tag purposes
-   ❌ Not training team on tag conventions

💡 **Pro Tip:** Start with a simple tag structure and expand as needed. It's easier to add complexity than to simplify an overly complex system later.