Search, stars and tags

Three ways to find things

• Search finds a document or project by its name or link address.
• Starred keeps the documents you star at the top of your sidebar. Stars are personal.
• Tags file documents, projects and contacts under labels the whole workspace shares.

Search

Open Search from the left sidebar, or press ⌘K on a Mac (Ctrl K on Windows and Linux) from anywhere in the app. On the Search page, pressing / also puts you in the box.

1. Type in Search documents and projects…. Results update as you type.
2. Narrow the results with All, Documents or Projects.
3. Pick an order under Sort: Recently updated, Title A–Z or Newest.
4. Press the down arrow to move into the results, or Enter to open the first one. Esc clears the box.

With nothing typed, Search lists your Recent documents. Documents come 20 to a page; use Previous and Next to page through. Sort reorders the page you are looking at.

What Search matches:

• A document's title, or the address of any of its share links. Pasting part of a link address finds the document it belongs to.
• A project's name or description.
• Copies under Shared with you are included. See Shared with you.

What it does not match:

• The text inside a PDF. Search looks at names and link addresses only.
• Archived documents. Find those under Open all docs in the sidebar, on the Archived tab.
• A document kept only inside a project. It shows up only when you type its exact link address. Otherwise, open it from its project. See Projects.

Starred

Click the star beside a document's name, at the top of the document's page, to star it (Star document). Click it again to unstar it (Unstar document). On a project page, a document you have starred shows a small star beside its name.

Stars are yours alone: each person in a workspace has their own, and nobody else sees them.

• The Starred section of the sidebar shows your first 3 starred documents. See more opens the full list.
• Open all starred docs (the icon on the Starred header) opens the same list. Use Search starred to filter it, and Move up / Move down to change the order. Clear the search before reordering.
• A document you archive and later restore stays starred.

You can star up to 200 documents in each workspace.

Tags

Tags are labels such as "Fundraising" or "Acme deal". They are shared across the workspace and private to it. Recipients never see them.

Tagging a document or project

1. At the top of a document's or project's page, next to its name, click Tag when it has no tags yet, or the + beside its tags (Change tags) when it has some.
2. Tick the tags that apply. To make a new one, type its name in Find a tag, or type a new one and click Create. Pressing Enter also works, but when an existing tag starts with what you typed, Enter picks that tag instead.
3. To take a tag off, untick it in the same window.

A tag name can be up to 60 characters. Typing a name that already exists, in any capitalisation, uses the existing tag. Contacts are tagged from their own page; see Contacts.

Anyone in the workspace except a viewer can add and remove tags on documents. On a project's page, only owners and admins can change its tags.

Finding what carries a tag

• The Tags section of the sidebar is closed until you open it. It lists up to 20 tags with a count of what carries each.
• Click a tag there to open its page, which lists every document, project and contact carrying it.
• Open everything tagged (on the Tags header) opens one list of every document and project that carries a tag, with a chip per tag to narrow it.
• Manage tags opens the Tags page.

The Tags page

The Tags page lists every tag in the workspace, its colour and how many items carry it.

• Search tags filters the list.
• New tag creates a tag before anything carries it. Type the name and click Add tag.
• Click a colour swatch to change a tag's colour.
• Click a tag's name to rename it. The new name shows everywhere the tag appears. You can't rename a tag to a name another tag already has: merge them instead.
• Merge (Merge into another tag) moves everything carrying this tag onto the tag you pick, then removes this tag. Nothing it tagged is removed.
• Delete takes the tag off everything that carries it, after you confirm. The documents, projects and contacts themselves are untouched.

Renaming, recolouring, merging and deleting tags take an owner or admin.

A workspace can have up to 500 tags. Deleting or merging tags you no longer use frees room.

Adding and removing tags shows in Activity under Tags. Deleting a project also removes its tags, and restoring it does not bring them back.

Your agent

An agent connected over MCP can star and unstar documents, list your starred documents, list the workspace's tags, and add or remove tags on documents and projects. The same limits apply. See Connect your agent.