Tag Configuration

For the creation and configuration of the tags, a separate administration area is available in the settings of the FilesApp Desktop Apps.

Select the settings area by clicking on the avatar in the upper right corner of FilesApp window.

Select Settings.

Select Manage tags.

The tags to which the user has access are then displayed and the tags can be filtered via the search field.

Create Tags

A new tag can be created via the settings by selecting “Create tag”.

Or during the creation of a document type when the + symbol is selected.

A tag can be used in different types of documents. A change to a tag that is often used in document types thus affects all document types.

Tag Types

In FilesApp Tags, the information about a file is stored in FilesApp.

Tag types are available in various formats and the individual requirements for file and document management can be covered:

• Text
• Checkbox (Yes/No selection field)
• Number without decimal places
• Number with decimal places
• Date
• Date and Time
• Time
• Selection
• Label

After selecting Create Tag as described above, these tag types are available for selection, can be created and then configured in the relevant document types:

Text Tags

Text tags cover the desired information about a file in text form. This can be tags, for example, with the names of addressees, projects, areas, etc.

Text Tag Creation

When creating a tag, select the tag type “Text”.

A name and a description can be assigned for each tag.

Text tags can be automatically filled with EXIF information from the photos by FilesApp AI if desired.

To do this, select “EXIF detection” and select the EXIF field from the list.

It is recommended that you create your own document types for the Photos section.

Text Tag configuration in Document Type

If a text tag is created and inserted into a document type, the following options are available when AI recognition is activated. In the example, the Text field is labeled “Range”:

• Default value (Default)
  here you can specify a default value for the tag content
• Select Tag Link
  • If two tags are in relation to each other, they can be linked to each other and FilesApp saves the assigned combinations so that they can be automatically specified from the second use in a document type
  • For example, if the customer name and his customer number are carried for a customer in a document type, the customer number in the corresponding tag would be automatically filled with linked tags when the customer name is selected
• AI prediction enabled
  If this option is active, the AI of FilesApp learns based on the information and automatically fills in the values in the tags on that basis
• AI Context Tag
  • this means that based on input by the user, FilesApp maps what was additionally entered for a particular file and suggests the content based on when the combination of the recognized document and the inputs is recognized
  • an example could be that in the case of an incoming invoice from a certain company, an indication is to be made in the document type that is not textually available on the invoice, for example the desired specification of a currency
• Required Tag
  • if this is activated, the content of this tag must be filled before the user can upload the file
  • on the one hand, the color of the tag changes to blue to make this visually clear
  • on the other hand, a required tag can be used as a variable for automatic creation and assignment to directories and file names
• Workflow Managed
  • this option is used to specify that the content of the tag can only be changed by a workflow
  • for example, in an incoming invoice process, tags could be filled by a workflow, for example with the indication of who gave the approval or when
  • if this option is activated, the tag content cannot be changed by the users
  • all changes to tags are documented per file in FilesApp and are available in the history in an audit-proof manner
• Search across all document types
  if this option is active and the tag is used in several document types, the history of the tag contents from all entries of the document types is displayed and made available for selection during Smart Upload
• Save history
  if this option is active, all contents of this tag from all files with this document type will be displayed and made available for selection during Smart Upload
• Remove Tag
  this removes the tag from the document type, but does not delete the tag itself

Checkbox (Yes/No selection field) Tags

Checkboxes can be used to create Yes/No or True/False queries, for example, this could be an indication of whether an invoice has been paid or whether it has been released.

Checkbox Tag Creation

When creating a tag, select the tag type “Checkbox”.

When creating a tag, select a tag from the Tag type checkbox.

Checkbox Tag configuration in the Document Type

If a checkbox tag is created and inserted into a document type, the following options are available when AI recognition is activated.

In the example, the checkbox tag is labeled “Invoice paid yes/no”:

• Default Value
  a default value for the content tag can be specified here
• AI prediction enabled
  if this option is active, the AI of FilesApp learns based on the information and automatically fills in the values in the tags based on that
• AI Context Tag
  this means that based on input by the user, FilesApp maps what was additionally entered for a particular file and suggests the content based on when the combination of the recognized document and the inputs is recognized
• Required Tag
  • if this is activated, the content of this tag must be filled before the user can upload the file
  • on the one hand, the color of the tag changes to blue to make this visually clear
  • on the other hand, a required tag can be used as a variable for automatic creation and assignment to directories and file names
• Workflow Managed
  • this option is used to specify that the content of the tag can only be changed by a workflow
  • for example, in an incoming invoice process, tags could be filled by a workflow, on the one hand with the indication of who gave the approval or when
  • if this option is activated, the tag content cannot be changed by the users
  • all changes to tags are documented per file in FilesApp and are available in the history in an audit-proof manner
• Search across all document types
  if this option is active and the tag is used in several document types, the history of the tag contents from all entries of the document types is displayed and made available for selection during Smart Upload
• Remove Tag
  this removes the tag from the document type, but does not delete the tag itself

Number Tags without decimal places

In order to be able to specify formats for numbers, this tag is available for integers.

Number Tag without decimal place creation

When creating a tag, select the tag type “Number without decimal places”.

Number without decimal places Tag configuration in the Document Type

If a number without a decimal place tag is created and inserted into a document type, the following options are available when AI recognition is activated.

In the example, the number without the decimal place tag is labeled “Buchungskontonummer”:

• Default value (Default)
  here you can specify a default value for the tag content
• Select Tag Link
  • If two tags are in relation to each other, they can be linked to each other and FilesApp saves the assigned combinations so that they can be automatically specified from the second use in a document type
  • For example, if the customer name and his customer number are carried for a customer in a document type, the customer number in the corresponding tag would be automatically filled with linked tags when the customer name is selected
• AI prediction enabled
  If this option is active, the AI of FilesApp learns based on the information and automatically fills in the values in the tags on that basis
• AI Context Tag
  • this means that based on input by the user, FilesApp maps what was additionally entered for a particular file and suggests the content based on when the combination of the recognized document and the inputs is recognized
  • an example could be that in the case of an incoming invoice from a certain company, an indication is to be made in the document type that is not textually available on the invoice, for example the desired specification of a currency
• Required Tag
  • if this is activated, the content of this tag must be filled before the user can upload the file
  • on the one hand, the color of the tag changes to blue to make this visually clear
  • on the other hand, a required tag can be used as a variable for automatic creation and assignment to directories and file names
• Workflow Managed
  • this option is used to specify that the content of the tag can only be changed by a workflow
  • for example, in an incoming invoice process, tags could be filled by a workflow, for example with the indication of who gave the approval or when
  • if this option is activated, the tag content cannot be changed by the users
  • all changes to tags are documented per file in FilesApp and are available in the history in an audit-proof manner
• Search across all document types
  if this option is active and the tag is used in several document types, the history of the tag contents from all entries of the document types is displayed and made available for selection during Smart Upload
• Save history
  if this option is active, all contents of this tag from all files with this document type will be displayed and made available for selection during Smart Upload
• Remove Tag
  this removes the tag from the document type, but does not delete the tag itself

Number Tag with decimal places

To be able to specify formats for numbers, this tag is available for numbers with decimal places.

Number Tag with decimal places creation

When creating a tag, select the tag type “Number with decimal places”.

The type of separators, as well as the 1,000 separator and the number of decimal places can be set.

Tags for financial figures, such as net or gross invoice amount, VAT amount, etc., are frequently used here.

Number with decimal places tag configuration in the document type

If a number with decimal places tag is created and inserted into a document type, the following options are available when AI recognition is activated.

In the example, the number with decimal places tag is labeled “Rechnungsbetrag brutto”:

• Default value (Default)
  here you can specify a default value for the tag content
• Select Tag Link
  • If two tags are in relation to each other, they can be linked to each other and FilesApp saves the assigned combinations so that they can be automatically specified from the second use in a document type
  • For example, if the customer name and his customer number are carried for a customer in a document type, the customer number in the corresponding tag would be automatically filled with linked tags when the customer name is selected
• AI prediction enabled
  If this option is active, the AI of FilesApp learns based on the information and automatically fills in the values in the tags on that basis
• AI Context Tag
  • this means that based on input by the user, FilesApp maps what was additionally entered for a particular file and suggests the content based on when the combination of the recognized document and the inputs is recognized
  • an example could be that in the case of an incoming invoice from a certain company, an indication is to be made in the document type that is not textually available on the invoice, for example the desired specification of a currency
• Required Tag
  • if this is activated, the content of this tag must be filled before the user can upload the file
  • on the one hand, the color of the tag changes to blue to make this visually clear
  • on the other hand, a required tag can be used as a variable for automatic creation and assignment to directories and file names
• Workflow Managed
  • this option is used to specify that the content of the tag can only be changed by a workflow
  • for example, in an incoming invoice process, tags could be filled by a workflow, for example with the indication of who gave the approval or when
  • if this option is activated, the tag content cannot be changed by the users
  • all changes to tags are documented per file in FilesApp and are available in the history in an audit-proof manner
• Search across all document types
  if this option is active and the tag is used in several document types, the history of the tag contents from all entries of the document types is displayed and made available for selection during Smart Upload
• Save history
  if this option is active, all contents of this tag from all files with this document type will be displayed and made available for selection during Smart Upload
• Remove Tag
  this removes the tag from the document type, but does not delete the tag itself

Date Tags

Dates can be read out in many formats in FilesApp. The configuration of the date tags is done after selecting the format during tag creation in the configuration in the document type.

Date Tag Creation

When creating a tag, select the tag type “Date”.

Date tags can be automatically filled with EXIF information from the photos by FilesApp AI if desired.

To do this, select “EXIF detection” and select the EXIF field from the list.

It is recommended that you create your own document types for the Photos section.

Date Tag configuration in the Document Type

If a date tag is created and inserted into a document type, the following options are available when AI recognition is activated. In the example, the date tag is labeled “Rechnungsdatum”:

• Default value
  a default value for the content tag can be specified here
• Date Format
  • the desired date format can be configured individually
  • Default values are available for selection when the field is activated
  • as the format is specified, it is displayed in the corresponding tag and – if the date tag is used as a variable for the file name – in the file name

• Path Date Format
  • the date tag can be used at the same time to specify it in a directory. It may be desirable to use only a part of it, for example a folder structure that is created by year (yyyy) or year and month (yyyy-MM) and should be sorted
  • the desired date format can be configured individually
  • Default values are available for selection when the field is activated
  • as the format is specified, it is displayed or inserted in the path name

• AI prediction enabled
  • if this option is active, the AI of FilesApp learns based on the information and automatically fills in the values in the tags based on that
  • when transferring EXIF information from photos, this selection is not available
• AI Context Tag
  • this means that based on input by the user, FilesApp maps what was additionally entered for a particular file and suggests the content based on when the combination of the recognized document and the inputs is recognized
  • an example could be that in the case of an incoming invoice from a certain company, an indication is to be made in the document type that is not textually available on the invoice, for example the desired specification of a currency
• Required Tag
  • if this is activated, the content of this tag must be filled before the user can upload the file
  • on the one hand, the color of the tag changes to blue to make this visually clear
  • on the other hand, a required tag can be used as a variable for automatic creation and assignment to directories and file names
• Workflow Managed
  • this option is used to specify that the content of the tag can only be changed by a workflow
  • for example, in an incoming invoice process, tags could be filled by a workflow, for example with the indication of who gave the approval or when
  • if this option is activated, the tag content cannot be changed by the users
  • all changes to tags are documented per file in FilesApp and are available in the history in an audit-proof manner
• Search across all document types
  if this option is active and the tag is used in several document types, the history of the tag contents from all entries of the document types is displayed and made available for selection during Smart Upload
• Remove Tag
  this removes the tag from the document type, but does not delete the tag itself

Date and Time Tags

Date and time information can be read out in many formats in FilesApp. The configuration of the date and time tags is done after selecting the format during tag creation in the configuration in the document type.

Date and Time Tag Creation

When creating a tag, select the tag type “Date and time”.

Date and Time Tags can be automatically filled with EXIF information from the photos by FilesApp AI if desired.

To do this, select “EXIF detection” and select the EXIF field from the list.

It is recommended that you create your own document types for the Photos section.

An example with the transfer of date and time from an EXIF information.

Date and Time Tag configuration in the Document Type

If a Date and Time Tag is created and inserted into a document type, the following options are available when AI recognition is activated.

In the example, the Date and Time field is labeled “Datum (EXIF)”:

• Default value
  a default value for the content tag can be specified here
• Date and time format
  • the desired date and time format can be configured individually
  • default values are available for selection when the field is activated
  • as the format is specified, it is displayed in the corresponding tag and – if the date and time tag is used as a variable for the file name – in the file name

• Path date and time format
  • the date and time day can be used simultaneously to specify it in a directory. It may be desirable to use only a part of it, for example a folder structure that is created by year (yyyy) or year and month (yyyy-MM) and should be sorted. In the example, the date is used without the time for the directory
  • the desired date and time format can be configured individually
  • default values are available for selection when the field is activated
  • as the format is specified, it is displayed or inserted in the path name

• AI prediction enabled
  • if this option is active, the AI of FilesApp learns based on the information and automatically fills in the values in the tags based on that
  • when transferring EXIF information from photos, this selection is not available
• AI Context Tag
  • this means that based on input by the user, FilesApp maps what was additionally entered for a particular file and suggests the content based on when the combination of the recognized document and the inputs is recognized
  • an example could be that in the case of an incoming invoice from a certain company, an indication is to be made in the document type that is not textually available on the invoice, for example the desired specification of a currency
• Required Tag
  • if this is activated, the content of this tag must be filled before the user can upload the file
  • on the one hand, the color of the tag changes to blue to make this visually clear
  • on the other hand, a required tag can be used as a variable for automatic creation and assignment to directories and file names
• Workflow Managed
  • this option is used to specify that the content of the tag can only be changed by a workflow
  • for example, in an incoming invoice process, tags could be filled by a workflow, for example with the indication of who gave the approval or when
  • if this option is activated, the tag content cannot be changed by the users
  • all changes to tags are documented per file in FilesApp and are available in the history in an audit-proof manner
• Search across all document types
  if this option is active and the tag is used in several document types, the history of the tag contents from all entries of the document types is displayed and made available for selection during Smart Upload
• Remove Tag
  this removes the tag from the document type, but does not delete the tag itself

Time Tags

Time information can be read out in many formats in FilesApp. The configuration of the time tags is done after selecting the format during tag creation in the configuration in the document type.

Time Tag creation

When creating a tag, select the tag type “Time”.

Time tags can be automatically filled with EXIF information from the photos by FilesApp AI if desired.

To do this, select “EXIF detection” and select the EXIF field from the list.

It is recommended that you create your own document types for the Photos section.

Time Tag configuration in the Document Type

If a time tag is created and inserted into a document type, the following options are available when AI recognition is activated.

In the example, the time field is labeled „Uhrzeit Freigabe“:

• Default value
  a default value for the content tag can be specified here
• Time Format
  • the desired time format can be configured individually
  • default values are available for selection when the field is activated
  • as the format is specified, it is displayed in the corresponding tag and – if the time tag is used as a variable for the file name – in the file name

• Path Time Format
  • the Time Tag can be used at the same time to specify it in a directory. It may be desirable to use only a part of it, for example a folder structure that is created by hours (HH) or minutes (mm) and should be sorted
  • the desired time format can be configured individually
  • default values are available for selection when the field is activated
  • as the format is specified, it is displayed or inserted in the path name

• AI prediction enabled
  • if this option is active, the AI of FilesApp learns based on the information and automatically fills in the values in the tags based on that
  • when transferring EXIF information from photos, this selection is not available
• AI Context Tag
  • this means that based on input by the user, FilesApp maps what was additionally entered for a particular file and suggests the content based on when the combination of the recognized document and the inputs is recognized
  • an example could be that in the case of an incoming invoice from a certain company, an indication is to be made in the document type that is not textually available on the invoice, for example the desired specification of a currency
• Required Tag
  • if this is activated, the content of this tag must be filled before the user can upload the file
  • on the one hand, the color of the tag changes to blue to make this visually clear
  • on the other hand, a required tag can be used as a variable for automatic creation and assignment to directories and file names
• Workflow Managed
  • this option is used to specify that the content of the tag can only be changed by a workflow
  • for example, in an incoming invoice process, tags could be filled by a workflow, for example with the indication of who gave the approval or when
  • if this option is activated, the tag content cannot be changed by the users
  • all changes to tags are documented per file in FilesApp and are available in the history in an audit-proof manner
• Search across all document types
  if this option is active and the tag is used in several document types, the history of the tag contents from all entries of the document types is displayed and made available for selection during Smart Upload
• Remove Tag
  this removes the tag from the document type, but does not delete the tag itself

Selection Tags

Selection Tags allow you to select specific options for tags from the document type. For example, the designation of a status, an area, etc.

The configuration of the Selection Tags is done after selecting the format during tag creation in the configuration in the document type.

Selection Tag Creation

When creating a tag, select the tag type “Select”.

When a selection tag is created and inserted into a document type, the following options are available. In the example, the selection tag is called “classification”, as it is used for data privacy, for example:

New options can be specified and described via “Add option”, and they can also be color-coded in order to be able to draw the user’s attention to certain options when making a selection.

As with all tags and document types, rules can be created in workflows on this basis.

The pencil icon can be used to change an option and the burger icon can be used to arrange the options in terms of order.

Selection Tag configuration in the Document Type

If a Selection Tag is created and inserted into a Document Type, the following options are available when AI recognition is activated.

In the example, the selection tag is labeled “Classification”:

• Default value (Default)
  here you can specify a default value for the tag content
• AI prediction enabled
  If this option is active, the AI of FilesApp learns based on the information and automatically fills in the values in the tags on that basis
• AI Context Tag
  • this means that based on input by the user, FilesApp maps what was additionally entered for a particular file and suggests the content based on when the combination of the recognized document and the inputs is recognized
  • an example could be that in the case of an incoming invoice from a certain company, an indication is to be made in the document type that is not textually available on the invoice, for example the desired specification of a currency
• Required Tag
  • if this is activated, the content of this tag must be filled before the user can upload the file
  • on the one hand, the color of the tag changes to blue to make this visually clear
  • on the other hand, a required tag can be used as a variable for automatic creation and assignment to directories and file names
• Workflow Managed
  • this option is used to specify that the content of the tag can only be changed by a workflow
  • for example, in an incoming invoice process, tags could be filled by a workflow, for example with the indication of who gave the approval or when
  • if this option is activated, the tag content cannot be changed by the users
  • all changes to tags are documented per file in FilesApp and are available in the history in an audit-proof manner
• Search across all document types
  if this option is active and the tag is used in several document types, the history of the tag contents from all entries of the document types is displayed and made available for selection during Smart Upload
• Remove Tag
  this removes the tag from the document type, but does not delete the tag itself

Label Tags

Label Tags contain further information, for example, a label tag could collectively contain different article numbers from a delivery note. Label tags are often used in workflows to convey information to users.

Label Tag Creation

When creating a tag, select the tag type “Labels”.

Label tags can be automatically filled by the AI for photos if desired.

To do this, select “AI Photo Categorization”.

As a result, the AI writes further information into this label tag that is recognized in a photo, for example dog, cat, mouse, house, people, etc.

It is recommended that you create your own document types for the Photos section.

Label Tag Configuration in the Document Type

If a Label Tag is created and inserted into a Document Type, the following options are available when AI recognition is activated.

In the example, the Label Tag is labelled „Auftragsnummer/n“:

• Default value (Default)
  here you can specify a default value for the tag content
• AI prediction enabled
  If this option is active, the AI of FilesApp learns based on the information and automatically fills in the values in the tags on that basis
• AI Context Tag
  • this means that based on input by the user, FilesApp maps what was additionally entered for a particular file and suggests the content based on when the combination of the recognized document and the inputs is recognized
  • an example could be that in the case of an incoming invoice from a certain company, an indication is to be made in the document type that is not textually available on the invoice, for example the desired specification of a currency
• Required Tag
  • if this is activated, the content of this tag must be filled before the user can upload the file
  • on the one hand, the color of the tag changes to blue to make this visually clear
  • on the other hand, a required tag can be used as a variable for automatic creation and assignment to directories and file names
• Workflow Managed
  • this option is used to specify that the content of the tag can only be changed by a workflow
  • for example, in an incoming invoice process, tags could be filled by a workflow, for example with the indication of who gave the approval or when
  • if this option is activated, the tag content cannot be changed by the users
  • all changes to tags are documented per file in FilesApp and are available in the history in an audit-proof manner
• Search across all document types
  if this option is active and the tag is used in several document types, the history of the tag contents from all entries of the document types is displayed and made available for selection during Smart Upload
• Remove Tag
  this removes the tag from the document type, but does not delete the tag itself