Tags

Tags are labels with a name and a color that you define once for your organization and apply to topics. Their main use is in PDF exports: you can add index pages to a document's PDF that list every topic with a given tag, with page numbers. For example, a maintenance manual can tag topics as "Safety", "Electrical", and "Hydraulics", and print an index for each one.

Category: Organization · Plan: all plans · Requires: nothing, but tag indexes are set up in the PDF Export settings, so you also need PDF Export to use them in PDFs

Create and manage tags

1. Open Organization Settings and select the Tags tab.
2. Select Add, enter a Name, and pick a Color.
3. Save the tag.

To change a tag, select Edit on its card. Renaming or recoloring a tag updates it everywhere it is used. Tag names must be unique.

You can delete a tag only when no topic uses it. If topics still use it, Sonat tells you how many. Remove the tag from those topics first, then delete it.

Tag a topic

1. Open the topic and select the Settings tab, then the Tags section.
2. Select Add tag and choose a tag from the list. You can search the list, and create a new tag with Create tag at the bottom.

To remove a tag from the topic, select the ✕ on its chip.

Add tag indexes to a PDF

1. Open the document's Document Settings and select the PDF Export tab.
2. Under PDF indexes, select Add index.
3. Optionally enter a Title, then select one or more tags for the index.
4. Choose what each entry shows: Show title, Show updated date, and Show tag color. The page number is always shown, and at least one of title or updated date must stay selected.
5. Save, then publish the document to regenerate its PDF.

In the PDF, indexes come after the table of contents and before the content. An index whose tags aren't used by any exported topic is left out.

Where tags appear

Tags appear in the editor and in PDF exports. Readers don't see tags in the online viewer.

To group tags under headings and generate a table of contents by category, also install Tag Categories.

If you uninstall it

The Tags tabs and the PDF index settings are hidden, and Tag Categories is uninstalled too. Your tags, the tags on topics, and your index setup are kept. Indexes you already set up keep appearing in PDFs, but you can't change them until you install Tags again.