How to manage tags in DoxFlowy Documents

This guide walks you through the DoxFlowy tagging system and how it's used to automate your document workflows.

DoxFlowy document automation workflows are built using dynamic templates. 

These dynamic templates work by using what we call tags. Tags are used to identify what information should be provided, where that provided information should be placed within the document, and how the document should be changed based on the inputs from the questionnaires. 

In other words, tags determine how DoxFlowy automates your documents. 

Before you can add tags to a document, you'll need to have at least one role. 

Within the templates, roles determine who's responsible for filling out specific information. 

For example, If you have an employment agreement template, you may have the roles of employee and employer. 

The employee role fills out their name, address, and other relevant information within their questionnaire. The employer fills out information such as the position, salary, and job functions within their questionnaire.  

Each role will have tags attached to them to specify the information they will provide in the questionnaire. 

Once you've created roles, you can add tags to the document.  

There are two types of tags within DoxFlowy. 

1. Default tags

2. Custom tags

Default tags

These tags are created by the DoxFlowy team and represent common information you'd collect from people when creating a legal document. They include information like address, first name, last name, etc. 

The questions in the automatically generated questionnaire related to the default tags have already been configured as well. You can still edit them if you so choose.

The default tags are there for your convenience and make it easy to set up your dynamic template. 

Custom tags

If the default tags don't meet your needs, you can create custom tags. These tags are unique to you; no one else can see or use them unless you share your document. 

You create custom tags by clicking the 'add tags' button. 

A modal pops up. Click on the button 'create custom tag,' type in the name of the tag you want to create, and save the tag. It'll now appear in the list of tags in the custom tag dropdown. 

You can create custom tags with any label/name. You'll need to configure the type of question and the question being asked when editing your questionnaire. Unlike the default tags, we've not set this up for you in advance. 

Note: You only need to add custom tags once. They will appear in every subsequent document workflow you create under the custom tags area. This will speed up the process of setting up your document automation workflows. It'll also make it easier to ensure you have consistent naming conventions so when you're searching for data in the client data manager and the tag manager, you don't have to sift through dozens of similar but different tags. 

Adding tags to a document

To add tags to a document, you first need to choose the role that the tag will be attached to. If you've not chosen a role, you'll get a warning notice letting you know you need to choose a role first. 

After you've added a role, click inside your document at the exact place you'd like to add the tag. Once you see a blinking cursor in your document, you'll know exactly where your tag will be added. 

Go to the right sidebar and click the tag you want to add to the document. It'll be added in the place you choose within the document. 

Note: Each tag will have the same color as the role it's associated with to prevent confusion.