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Use tags to organise your knowledge base - Document360

Use tags to organise your knowledge base

Use tags to organise your knowledge base

Category: Product Update

Last updated on Jun 24, 2021

Organizing content in a huge knowledge base could be a daunting task. If the knowledge base has grown organically without proper taxonomy, then it adds another layer of complexity to organize content. Many organizations spend lots of effort and time to modernize their knowledge base using the old paradigm of organizing content with complex structure of categories and multiple layer of sub-categories.

Industry best practices is to limit the level of sub-categories within 7 levels and optimal is about 3 sub-categories within a category. The modern of way of organizing content inside knowledge base is to add tags to each article such that relevant content can be grouped in a logical style.

Tags in content management 

Adding tags to articles makes it easier to organise content in a logical style. It makes it easier for content creators and readers to access right set of articles.

In Document360, you can add tags to article very easily using our intuitive interface. Through article settings page, tags can be added.

Tags in content manager - Document360

Once a tag is added to an article, it is universally accessible within the same project. Other articles can also make use of the same tags.

In addition to adding tags, files can also be attached with tags. This makes it easy to retrieve files and other artefacts associated with a particular tag. This feature is very helpful in organising content around tags rather than traditional rigid hierarchy structure.

Adding tags to files - Document360

Document360 provides rich features to manage knowledge base articles at scale. Bulk operations feature also enables to add tags to multiple tags in one go!

Add tags - Document360

After “tags” are applied to many articles, it is easier to see the tags.

Tags applied to many articles - Document360

Document360 also provides a tag manager to manage tags at scale. Tags can be edited, modified, or deleted. All the articles, categories and files associated with each tag are listed making it easy to manage them.

Tag Manager - Document360

There is plethora of flexible options inside Document360 to manage tags. This aids in structuring content inside knowledge base. This makes organising content at scale a piece of cake !

Tags in content discovery

Tags play a vital role in helping “Google” like search engines to crawl your knowledge base content and index them in an efficient way. This helps search engines to bring relevant articles when the content consumer type in a keyword in the search engine.

Featuring tags along the knowledge base article also educates the readers by which they can read all articles relating to a specific tag. This maximises engagement with your knowledge base leaving good impression about your knowledge base.

Tags in content discovery - Document360

Closing remarks

Tags play an indispensable role in organising content and knowledge discovery. Thus, it is very important for knowledge base owners/admin to add relevant tags to articles. An organisation can also prepare a list of tags based on their business domain, policies, and framework; these can be used appropriately inside the knowledge base. Content creators can be trained to use appropriate “tags” for right business context. This leads to better quality “tags” being added that enriches knowledge base contents.

Document360 provides rich features to manage tags across your knowledge base. Let’s explore and use them in your current projects!

An intuitive knowledge base software to easily add your content and integrate it with any application. Give Document360 a try!

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Selvaraaju Murugesan


Selvaraaju (Selva) Murugesan received the B.Eng. degree in Mechatronics Engineering (Gold medalist) from Anna University in 2004 and the M.Eng. degree from LaTrobe University, Australia, in 2008. He has received his Ph.D. degree in Computational mathematics, LaTrobe University. He is currently working as a Data Strategist at SaaS startup His interests are in the areas of business strategy, data analytics, Artificial Intelligence and technical documentation.