Tags are keywords that will help you label your document by subject.
For example, for tax-related documents add a "tax" tag so that you can find all the tax-related documents when you need them.
Removing tags and 'changing' tags
Tagging multiple documents in bulk
Where can I see the tags that I added?
How can I find documents according to their tag?
How can I use tags to create Folders / Special Search Queries?
Tagging a single document
A tag can be added to a single document from the workspace or from the invoice view.
In the Workspace view, right click (Ctrl+click on MAC) on the document and click "Tag as".
In the invoice view, click the 'More...' button next to the publish button, and click "Tag as" on the menu.
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Clicking the menu item will open the Tags screen, in which you'll be able to see the tags that are already assigned to this document. Each document that is uploaded to Dokka is assigned with two tags by default: 'financial' tag that shows that this document is a financial document, and another tag that shows who uploaded the document (an e-mail address if the document was uploaded by e-mail or the name of a user that exists in Dokka). If the document has any other tags, you will see them as well in this screen.
To add another tag, type in the name of the new tag in the text field and click the 'Add' button (you may also press the 'Enter' button on your keyboard). The new tag will be added to the tags list. Clicking 'Save' will assign all the tags in the list to this document. You may add as many tags as you like, and you may add multiple tags to one document in this screen.
Removing tags
The Tags screen also allows to remove existing tags, by clicking the 'X' sign next to each tag. An existing tag can't be changed, but instead you may remove the existing tag and add a new tag to replace it.
Tagging multiple documents in a bulk
To tag multiple documents in a bulk, you will first have to choose the documents you want to tag by continuously pressing the Ctrl button on your keyboard (command in Macs) and clicking the desired document with your mouse. After choosing two documents or more, a toolbar will show up at the bottom of the screen. This toolbar allows to perform additional actions in a bulk (more information about the toolbar can be found in this article).
Clicking the Tag option (shown in the screenshot) in this toolbar will open the Tags screen.
Clicking the menu item will open the Tags screen, in which you'll be able to see the tags that are already assigned to this document. Each document that is uploaded to Dokka is assigned with two tags by default: 'financial' tag that shows that this document is a financial document, and another tag that shows who uploaded the document (an e-mail address if the document was uploaded by e-mail or the name of a user that exists in Dokka). If the document has any other tags, you will see them as well in this screen.
If the tags are shown on top of a blue square, that means that all of the selected documents have this tag. If they are shown on top of a gray square, that means that some of the selected documents, but not all of them.
To add another tag, type in the name of the new tag in the text field and click the 'Add' button (you may also press the 'Enter' button on your keyboard). The new tag will be added to the tags list. Clicking 'Save' will assign all the tags in the list to this document. You may add as many tags as you like, and you may add multiple tags to one document in this screen.
The tags can be seen both from the workspace and the invoice view.
In the workspace, you can see the tags by hovering over the document.
In the Invoice View, you can see the tags in the title row, next to the company name.
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You may search for documents with any specific tag using the search box. If you'll write the tag name in the search box, Dokka will show all the documents in which this text appears - in the file's contents, in its financial details (Vendor name, Invoice details, etc.), in its Sticky Notes and in its tags. To show only the document that have a specific tag, you will have to add the hashtag (#) sign first. Adding it will show a list of the existing tags, and clicking the desired tag will activate the search query.
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| Example of an incorrect search query - this search query shows a document with a Sticky Note that says 'Second tag' | Example of a correct search query - by adding the hashtag (#) sign, Dokka will only show documents that have this tag |
How can I use tags to create Folders / Special Search Queries?
After a search query has been activated, it will be shown on top of a gray square next to the top toolbar.
Next to this square you can find a star button - clicking it will open the 'Add to Favorites' window, in which you may define a name to this favorite search. Once you've clicked the 'Add' button, this new favorite search will appear under the 'Favorites' menu, next to the regular folders (Inbox, Pending, etc.).
From now on, clicking this favorite search under the Favorites menu will activate the search query, and will show all the document that have this tag. Note that like a regular search, the search query will show only the matching document in the current regular folder (Inbox, Done, and sub-folders within these folders such as Paid, Pending Approval, etc.). If there are other matching documents in other folders, Dokka will show the number of the matching documents next to the folder name.
In this company, there are 3 documents with the tag 'Second tag'. In this example, the search was done in the 'Inbox' folder, in which there are only 2 matching documents; However, we can see that there's another document in the 'Done' folder thanks to the number 1 next to it. Clicking the 'All' folder will show all the documents with this tag, from any of Dokka's folders.