In Acrobat.com’s file organizer is a section in the left pane called “Tags”. This is the capability formerly known as “Collections”. “Why change the name?”, you may ask. Well, user feedback is a wonderful agent of change, and that was the case here. Tags act as a meta-organizer for all of your files: you may assign one or more tags to a document in order to associate it with a certain searchable category. Tags are meant to be personal, and allow you to focus on the right files and information. They are unique to you and your Acrobat.com account. So feel free to use whatever and as many tags as you feel necessary. Let’s explore how they can work for you…
Let’s say, for example, that you are a sales manager working on a Request for Proposal from your largest customer, Global Corp. You work on the RFP and related documents collaboratively with your sales, marketing and product teams using Acrobat.com. You might assign the document tags “Proposals” and “Global Corp” that you previously defined. Then, when it comes time for you to submit the completed RFP, you can find that document and any related files by selecting the tag “Proposal”; this will show all documents that you have applied that tag to. As you’re a very successful sales professional working on lots of opportunities (demand is high in your large accounts for your hot new fuel-cell powered combo hand-dryer and cappuccino-maker), the file organizer may still display too many files to easily find the document that you’re searching for. So, also select the tag “Global Corp”; this will filter through the Proposal-tagged documents for those cross-listed with your top customer too.
Here’s how to get started tagging your documents for easy organization in Acrobat.com…
To create your first tag, click the “New Tag” button in the Tags section of the left pane in the Acrobat.com organizer, or choose Tag from the “New” button on the organizer menu bar. Name your tag and press Enter/Return.
To tag one or more files in your file organizer, you can do one of the following:
- Select one or more files, then drag them to the listed tag.
- Select a file, open the context menu, and choose “Tags…” Then check off the tag you would you like to use. You can also create a “New Tag” from this dialog box too.
- If you click on a tag in the left pane first, any file you then create, upload or import via the menu bar will also inherit that tag.
You can apply more than one tag to a single file or group of files:
- Select and drag one or more files to each of the tags in the left pane you would like to apply, or
- Select a file, the open the context menu and choose “Tags…” Then check multiple tags to apply those to the file(s).
To filter the files to only those with a particular tag, click the tag name under “Tags” on the left pane. You will know which tag filter you are using by looking at the title in the file organizer.
There is one special tag that is always in the left pane of your file organizer: it’s called “Uncategorized files”. This built-in tag will show files that have no tag associated with them, and will also show you files that are not part of a Shared Workspace yet. It’s another convenient way to help you filter and and organize your work.
If you have some more ideas for how tags could work better for you, we’d love to hear about them. You can submit your thoughts here on the blog, or post them at ideas.acrobat.com.