Tags & Labels

Tags provide cross-cutting organization that goes beyond the PARA hierarchy.

What Are Tags?

Tags are colored labels you can apply to:
- Tasks
- Notes
- Files
- Projects/Areas/Resources

Tags help you:
- Find related items across projects
- Track status or workflow
- Organize by topic or theme
- Filter views

Creating Tags

  1. Go to any item's edit form
  2. In the Tags field, type a new tag name
  3. Click Create Tag
  4. Choose a color
  5. Save

Tag Colors

Choose from 7 colors:
- 🔵 Blue
- 🟢 Green
- 🟡 Yellow
- 🔴 Red
- 🟣 Purple
- 🔵 Cyan
- 🟠 Orange

Colors are theme-aware and adjust to your selected theme.

Applying Tags

To Tasks

  1. Create or edit a task
  2. Click the tag input field
  3. Select existing tags or create new ones
  4. Save the task

To Notes

  1. Create or edit a note
  2. Use the tag input field
  3. Select or create tags
  4. Save the note

To Files

  1. Edit a file
  2. Enter tags in the tags field
  3. Separate multiple tags with commas
  4. Save

To Projects

  1. Edit a project, area, or resource
  2. Use the tag selector
  3. Save

Filtering by Tags

In Task Views

  1. Go to the Tasks tab
  2. Click the Filter by tag dropdown
  3. Select a tag
  4. View shows only tagged items

In Notes

  1. Go to the Notes tab
  2. Use the tag filter
  3. See notes with that tag

In Files

  1. Go to the Files tab
  2. Click a tag in the filter bar
  3. Files are filtered to that tag

Managing Tags

Editing Tags

  1. Click on any tag
  2. Choose Edit Tag
  3. Change name or color
  4. Save

Deleting Tags

  1. Click on any tag
  2. Choose Delete Tag
  3. Confirm deletion

Note: Deleting a tag removes it from all items.

Tag Strategies

By Status

🔴 Urgent
🟡 Review needed
🟢 Approved
🔵 On hold

By Topic

🟣 Design
🔵 Development
🟢 Marketing
🟠 Finance

By Context

🔴 @work
🔵 @home
🟢 @errands
🟡 @calls

By Energy Level

🔴 High focus
🟡 Medium focus
🔵 Low energy

Best Practices

Keep It Simple

  • Start with 5-10 tags maximum
  • Add more only when needed
  • Avoid tag proliferation

Use Consistent Naming

  • All lowercase or title case (pick one)
  • Use hyphens for multi-word tags
  • Be specific but not too specific

Review Regularly

  • Remove unused tags
  • Consolidate similar tags
  • Update colors for visibility

Don't Over-Tag

  • 2-3 tags per item is usually enough
  • Tags should add value
  • If everything has a tag, it loses meaning

Tags vs. Projects

Use Tags for Use Projects for
Cross-cutting concerns Container for related work
Quick filtering Full PARA organization
Status tracking Project management
Topic themes Goal-oriented work

Search and Tags

When searching with Cmd+K:
- Tagged items appear in results
- Tags are not directly searchable (yet)
- Filter by tag in the results

Collaboration

In shared projects:
- Tags are shared across all collaborators
- Anyone can create new tags
- Tag changes are not notified