Categorize and locate documents easily with labels

Hello! Locating your documents need not be a treasure hunt anymore! Labels are here to help you out. Labels give you the flexibility to categorize your documents to suit your preferences. They also help you locate any specific document effortlessly.

Why Labels?

Folders help you organize your documents and storage. The only way to locate a document that could lie within any of the folders or sub-folders is to search using its name. But remembering the names of all the documents or the folders in which we store our documents is a test of memory that we can do without.  Also, there could be instances where a document is used by multiple people, and locating a document using just its name can be quite a challenge.

For example, John, a sales rep can tag his proposals with multiple labels such as John's Proposals, John's April Proposals, April-Proposals, AcmeCorp-Proposal, California-Proposals, etc. This would make it easy to locate a document in multiple ways, by different users. While John can just use 'John's Proposals' to list all his proposals, his manager can use 'John's April Proposals' to list all the proposals that John sent in April, or list all the proposals sent by her team to all prospects in California.

Labels vs folders

As folders can also help with organizing documents, why should you bother about labels?

1. Folders help organize your documents/files, but labels make them easily findable.
   

With labels, you can instantly add documents to multiple categories for hassle-free searches, making it possible to find all or any of your documents easily no matter where you save them. It’s easier to find documents using labels than scouring through multiple folders and sub-folders.

      2. A document can be stored in only one folder, but it can have as many labels as needed.

Without labels, you will have to create multiple copies of your documents and store them in multiple folders or sub-folders to make it easily findable for everyone who might use it. Besides cluttering your folders, this would eat up storage space. But with labels, you get the flexibility to tag a document under multiple categories and in different formats, as you can add as many labels as you want to a document.

Now that we know labels are useful, let's get to know how to work with them.

How to create, add, and remove labels in Writer?

1. Creating a label

• Click the i placed in the top band at the right hand side.
• This opens the document Details panel, as shown in the image below.
  
  
  
  
• Click the Add labels link located below Labels.
  
• Enter the label in the textbox and hit Create. 

2. Adding or removing labels

To add or remove labels applied to the document,

• Click on the i placed in the top band at the right hand side.
  
• This opens the document Details panel, as shown in the image below.
  

• Click the Add or remove labels link located below Labels.
  

Note: You will find just Add label  link if no labels have been added to the document already.

• Check or uncheck the labels that you wish to add or remove. 

3. Managing Labels

Labels can be managed from the WorkDrive dashboard. To manage labels,

• Click Labels.
  

In the Labels dashboard,

•     Click Manage Labels.
  
•     Add or delete labels in the pop-up that opens up.
  
  
  

4. Listing documents using labels

Once documents are labelled, they will be listed under the corresponding label in WorkDrive dashboard as shown.

Refer to this help for more details on managing and using labels.

 

Note: Document Labelling is possible only in WorkDrive. Still using Zoho Docs? Migrate to WorkDrive personal or team edition.

For information or help on migrating to WorkDrive, click here or write to us at support@zohowriter.com. Follow this space for more articles on the nifty capabilities of  Zoho Writer.

Happy Writing!

 

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