diff --git a/user_manual/files/access_webgui.rst b/user_manual/files/access_webgui.rst index b13ee555a97..1313d7a9b00 100644 --- a/user_manual/files/access_webgui.rst +++ b/user_manual/files/access_webgui.rst @@ -35,7 +35,8 @@ Shares Files shared with you, by you, or via a public link — all in one view. Tags - Browse files by system tag. + Browse files by system tag. See :doc:`tagging` for details on assigning + tags and filtering your files. Deleted files Files you have deleted that are still recoverable from the trash bin. diff --git a/user_manual/files/managing.rst b/user_manual/files/managing.rst index 08fd27805d8..d6db599fb43 100644 --- a/user_manual/files/managing.rst +++ b/user_manual/files/managing.rst @@ -8,3 +8,4 @@ Managing your files deleted_file_management version_control quota + tagging diff --git a/user_manual/files/tagging.rst b/user_manual/files/tagging.rst new file mode 100644 index 00000000000..79493e9a858 --- /dev/null +++ b/user_manual/files/tagging.rst @@ -0,0 +1,99 @@ +=========== +System tags +=========== + +System tags are server-wide labels you can attach to files and folders to +organise them, filter your file list, and drive automated workflows such as +retention rules and access control. + +Tags appear directly on file and folder rows in the **Files** app so you can +see at a glance which labels are assigned: + +.. figure:: ../images/systemtags-inline.png + :alt: File list showing two tags, Photos and Vacations, displayed on a folder row. + + *Figure 1: Tags are shown inline on files and folders.* + +Tags are created by administrators in the server settings. Depending on your +server configuration, regular users may also be able to create tags — your +administrator can restrict tag creation to admins only. + +Tag access levels +----------------- + +Every tag has one of three access levels that control what regular users can +see and do: + +============ ============================== ===================================== +Level Visible to users Users can assign / remove +============ ============================== ===================================== +Public Yes Yes +Restricted Yes No +Invisible No No +============ ============================== ===================================== + +Restricted and invisible tags are used by administrators for automated +workflows. You cannot work around them by removing the tag yourself. + +Browsing files by tag +--------------------- + +Click the navigation icon (≡) at the top left of the **Files** app to open +the navigation panel, then click **Tags**. The view lists all tags visible to +you. Click a tag name to see every file and folder that has that tag assigned. + +.. figure:: ../images/systemtags-browse.png + :alt: The Tags view with Vacations selected, showing the filtered file list with inline tags on each row. + + *Figure 2: Clicking a tag in the navigation panel filters the file list to files with that tag.* + +Assigning tags to files +----------------------- + +You can assign or remove tags on one file at a time or across a selection of +files in one step. + +**Single file** + +1. Click the three-dot action menu (**…**) next to a file or folder and select + **Details** to open the details sidebar. +2. In the details sidebar, click **Add tags**. +3. Type a tag name in the search field and select the tag from the list. +4. Click outside the picker to close it. Changes are saved immediately. + +To remove a tag, open the same picker and click the **×** next to the tag +name. + +.. note:: + + Only public tags appear in the picker for regular users. Restricted and + invisible tags can only be assigned by administrators. + +**Multiple files** + +1. Select two or more files by clicking the checkbox to the left of each row. +2. Click **··· Actions** in the toolbar above the file list, then select + **Manage tags**. +3. Check or uncheck tags in the dialog that appears. An info line shows how + the change will be applied across the selected files. +4. Click **Apply**. + +.. figure:: ../images/systemtags-manage.png + :alt: The Manage tags dialog showing three tags with checkboxes and an info line. + + *Figure 3: Manage tags lets you apply or remove tags across multiple files at once.* + +Creating and managing tags +-------------------------- + +If your administrator has not restricted tag creation, you can create a new +tag directly from the **Manage tags** dialog or the single-file tag picker: +type a new name in the **Search or create tag** field and select the +**Create tag** option that appears. + +Administrators create, rename, and delete tags under +:menuselection:`Administration settings --> Server`. +For details on tag management and command-line tools, see the +`Automated tagging +`_ +section of the administration manual. diff --git a/user_manual/images/systemtags-browse.png b/user_manual/images/systemtags-browse.png new file mode 100644 index 00000000000..9a8e96ec450 Binary files /dev/null and b/user_manual/images/systemtags-browse.png differ diff --git a/user_manual/images/systemtags-inline.png b/user_manual/images/systemtags-inline.png new file mode 100644 index 00000000000..dbdf131841b Binary files /dev/null and b/user_manual/images/systemtags-inline.png differ diff --git a/user_manual/images/systemtags-manage.png b/user_manual/images/systemtags-manage.png new file mode 100644 index 00000000000..ee3a7fa81db Binary files /dev/null and b/user_manual/images/systemtags-manage.png differ diff --git a/user_manual/images/systemtags-view.png b/user_manual/images/systemtags-view.png new file mode 100644 index 00000000000..a44bed15fad Binary files /dev/null and b/user_manual/images/systemtags-view.png differ