Group records with tags

Tags are labels you can add while working. Use them for priorities, phases, areas or other groups without setting anything up first. Project is a separate relationship to a real project record.

Add a tag while you work

Open a record and select Add tag, or press L outside an editor. Search for a tag and select it. To create one, type its name and press Enter on Create. Biosphere creates and attaches it together. Each choice applies immediately; Saved confirms the persisted result.

Toggle a checked tag to detach it. Chips fit on one line; hover or focus +N to see hidden tags. A record can carry up to 50 ordinary tags. Text case and surrounding spaces do not make another tag: Rush, rush and RUSH share one label. An archived matching label offers Restore tag instead of creating a duplicate.

In Configure, open Tags to manage tag names, colors and parents. Edit the name directly in that row, click its color swatch to change color, or click Parent to choose its parents. Names save on Enter or when you leave the input; Escape cancels an unsaved name. Color and parent choices save when selected. A failed save keeps your draft and shows recovery beneath the row. If another person changed the same tag, review the latest values before applying your change.

Organize tags with tags

A tag can have other tags. For example, tag Rush with Priority. Filtering by Priority then finds records tagged Priority or Rush. A tag can have several parents. Filtering with Any matches any selected parent; All requires each selected parent to match. Record chips show their own and inherited tags.

You can use up to 20 parents and ten levels. A tag cannot organize itself or form a loop. If Biosphere refuses a link, remove a conflicting parent and try again. Tag links never give someone project access or change financial ownership.

Project and source choices

Select the separate Project property, or press Shift+P. No project clears it. Creating a project opens its normal creation form. Project membership and permissions follow the project record, independently of ordinary tags.

A manual tag choice takes precedence over mapped import values. Removing every direct tag records an intentional empty selection: imports will not refill that selection. Parent tags still apply. Tag sources and Project sources show retained source choices. Review a source and reason before adopting it, or explicitly follow sources to release your manual choice. Activity retains the change and its actor.

Map tags and review defaults

Map the tags field to a list or comma-separated names. Map project separately using an explicit reference or confirmed identity. A matching project name never establishes a link automatically. Catalog variant imports apply their tags to the parent item.

Review proposed new tags and archived matches before approval. Automatic imports wait when they need new labels or a source decision. Manual choices, including clears, stay protected. In Inbox, use the inline Tags and Project fields. Their dropdown selects or creates a label, just like a record’s Tags field. Draft choices save immediately. When you change an approved import or a source, review the affected existing records in one dialog before saving.

Approving a template remembers its tags for the same source, record type and headers. A recognized import shows Remembered; an unknown template starts empty. Just this import remembers nothing. Source Settings holds tags for every template from that source. Clearing import tags follows those source tags. Your manual record choices and mapped columns stay protected.

Maintain the tag list

In Configure, open Tags to search tags, create a label or use its action menu. The three-dot menu to the right of New tag offers Show archived; choose Show active to return. New tag opens a name input in the table, without a modal. Click the Parent field to choose or create parent tags using the same dropdown as record tags. The right-side menu contains Merge into… and Archive tag or Restore tag. Archiving keeps assignments and history. Merge into… combines different spellings after you choose the survivor and review the affected records with a reason. Merged names remain reserved and resolve to the survivor.

Tags is also where you review usage. Open the column configuration button at the top right of the table to turn on counts for Contacts, Sales orders, Purchase orders, Catalog items, Inventory items, Imports or Delivery items. These extra columns are hidden by default; your choices survive a reload. Counts include matching descendant tags and open their exact filtered lists. Zero is a plain value; a dash means the count is unavailable.

Choose Show untagged in the menu beside New tag to include records without tags. Untagged is an aggregate row with counts, not a label you can rename or archive. Choose Hide untagged to remove it. Archived tags retain their counts. Project assignment counts and No project remain under Projects → Project coverage.

Tables show a few colored pills, then +N. Hover or focus +N to inspect hidden names.

Tags from a parent

A record also has the tags of its parents. For example, an order has its customer’s and source’s tags, and a line has its order’s tags. Your own tags add to those tags. The dropdown marks parent tags Inherited and keeps them checked. Change the parent to remove an inherited tag. Clearing a child’s own tags keeps its parent’s tags. Inheritance does not add a record to a Project or grant access.