How to Organize Internal Content Using Labels

Your knowledge base is growing. Articles still need screenshots, pages are waiting on legal review, and content from last quarter’s audit has not been touched since. You know the work is in there somewhere. Finding it is the hard part.

Tags help your readers. Labels help your team. Labels are internal markers that live only inside your Document360 portal, so you can organize content around your own workflows without exposing those markers on your knowledge base site.

This tutorial will guide you through creating and managing labels in Document360. You will learn how to build a label library, apply labels to articles and page categories, filter content by label, and review label references before you delete anything.

Accessing Labels

To get started with labels:

• Navigate to Content tools in the left navigation bar.
• Select Labels.

Only Owner and Admin roles can access the Manage labels page.

Creating a Label

To create a new label:

• Click Create label at the top right of the page.
• Enter the Label name.
• Enter a Description. This field is optional.
• Select a Label group to associate the label with.
• Click Create.

Label names must be unique within the project version and accept up to 30 characters. Descriptions accept up to 100 characters.

By default, the label is created as an individual label. The new label appears at the top of the list and becomes available in the article editor immediately.

Creating and Managing Label Groups

Label groups keep a growing label library organized. From the Groups tab:

• Click Create group.
• Enter a name and an optional description.
• Click Create.

The group becomes available whenever you create, edit, or move a label. Existing groups can also be renamed or deleted.

Deleting a group does not delete the labels inside it. If the group contains labels, you can reassign them to another group or leave them ungrouped.

Applying Labels to an Article

To label a single article:

• Open the article.
• Click the More icon in the article header and select Labels.
• In the Add labels panel, search for an existing label and select it from the list.
• Click Add.

You can also enter a new label name and press Enter to create one directly from this panel. An article can have up to 10 labels.

To label several articles at once, go to All articles, select multiple articles, open the More menu, and choose Add labels.

Filtering and Searching by Label

Once your labels are in place, they become a fast way to surface exactly the content you need.

To filter articles by label:

• Go to All articles and click Filter.
• Expand Labels.
• Choose one or more labels and click Apply.

You can also find a label without opening the Manage labels page:

• Open Search from the top navigation bar.
• Select Labels and search for the label you need.
• Select a result to open the Label dependencies panel, showing every article and page category the label is applied to.

Managing Your Label Library

The Labels tab shows each label along with who created it, when it was created, and how many articles and page categories currently use it. The name and date columns can be sorted.

Select one or more labels to reveal the available management actions:

• Edit – Change a label’s name, description, or group, then click Update.
• Merge – Combine multiple labels into one.
• Move – Place labels into a destination group.

Editing a label updates it across every article it is applied to. The label references are preserved, only the label details change, and there is no need to republish the affected articles.

Each label can belong to only one group at a time. To move a label out of its group and make it an individual label again, select Individual as the destination instead of a group.

For larger libraries, use Filter to narrow the list by where labels are used, when they were created, or who created them.

Reviewing and Removing Label References

Label references show where a label has been applied across your project. Reviewing them helps you understand the scope of a label before you edit or delete it.

To open the Label references panel, click the count in the Articles or Page categories column for that label. From there you can:

• Switch between articles and page categories.
• Search for specific references.
• View details such as the contributor and when the content was last updated.

Only the content you have access to is visible in the panel.

If a label is no longer relevant to specific content, you do not have to delete the label itself. Select the required articles or page categories from the references panel and click Remove references. Only the label dependency is removed. The content itself is not affected, and the label remains available for your team to use elsewhere.

Deleting a Label

If you no longer need a label at all, select it and click Delete.

Deletion is permanent, so it is always a good idea to review the label’s references first.

Understanding Labels and Tags

Tags are reader-facing. They help visitors categorize, navigate, and discover content on your knowledge base site.

Labels stay entirely within the knowledge base portal. That distinction matters when your team needs to track review states, release readiness, audit status, or ownership without exposing internal markers to readers.

Key Limits to Remember

• A project can contain up to 10,000 labels.
• An article can have up to 10 labels.
• Each label can belong to only one group at a time.
• Labels are specific to the project version where they are created.
• Labels cannot be applied to files in Drive. Tags are already supported there.
• Labels are never displayed to your knowledge base readers.

Conclusion

Labels give your team a private layer of organization on top of your knowledge base, one your readers never see. By setting up your core labels and groups early, checking a label’s references before you delete it, and auditing the list with filters, you keep a growing content library navigable.

Create your first labels, group them around the workflows your team actually runs, and finding the right article stops being a hunt.

 

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