Document tags help you organize documents in AdminPulse. You can arrange them in a folder structure. A document can have several tags and appear in several folders at once.
The folder structure provided by AdminPulse is an example. You can add tags and build a structure that suits your firm. You can also add a new tag directly in a document.
This article explains how to manage document tags and document types, build a folder structure, and use folders and tags in the Documents screen.
👉 When you create a new relation, AdminPulse does not create a separate DMS folder or customer folder. Documents are linked to a relation and organized with tags and folders. The folder structure is shared across all relations: you use the same folders and tags for their documents.
Where do you set up tags, document types and folders?
You manage your document tags via Settings > Tags. For documents, you use two tabs on that screen:
- Document tags: you add, edit or delete tags, and you choose which document types get a tag automatically;
- Document types: you see which tags AdminPulse assigns to each document type and set whether a signature is required or documents of that type are made public on the portal.
💡 The Tags screen also has tabs for other tags, such as Relation tags and Task labels. Click the question mark icon next to a tab to open the related article.
You build the tree structure of your folders via Settings > Folder structure.
👉 If you can't add, change or select an item, your user role doesn't have the required permissions for tags or settings.
What can you set on the Document tags tab?
On the Document tags tab, you manage all your document tags. For each tag, you see the following columns:
- Name: the name of the tag;
- Apply to document types: the document types that get this tag automatically;
- Number of documents: the number of documents that currently have this tag. Click the number to view them in the Documents screen;
- Allowed users: who can view documents with this tag;
- Public on portal: whether AdminPulse automatically marks documents with this tag as public on the portal;
- Actions: the bin icon to delete the tag.
Adding, renaming or deleting a document tag
To add a document tag:
- Click Add tag.
- Enter the name of the tag.
- Click OK.
If a tag with that name already exists, you can't create a duplicate.
To rename a tag, click its name, enter the new name and press Enter or click outside the field. You can't use the name of another tag, but you can change capitalization, for example from vat to VAT.
To delete a tag, use the bin icon in the Actions column. If the tag is still linked to documents, AdminPulse first asks you to confirm.
👉 AdminPulse deletes a tag without documents immediately, without asking for confirmation.
👉 If the tag is also a folder in the folder structure, that folder disappears as well. If it's a top-level folder, all its subfolders also disappear from the folder structure. If it's lower in the structure, its subfolders move up one level. In both cases, the tags of those subfolders still exist.
Assigning a tag to document types automatically
In the Apply to document types column, you set which document types get a tag automatically. For example, all emails recognized by AdminPulse can receive the tag E-mail automatically.
To assign a tag to document types:
- In the Apply to document types column, click the pencil icon or the listed document types. A window opens with the name of the tag.
- Select a document type in the Select type to add list. Repeat this for each document type you want to add.
- Click the bin icon next to a document type you want to remove.
- Click OK.
💡 You can assign several tags to one document type, and one tag to several document types.
👉 AdminPulse assigns the tag when a document gets that type: when it's added, when AdminPulse recognizes the document or when you change the document type. Documents that already had that type don't receive the newly assigned tag retroactively.
Who can view documents with a tag?
In the Allowed users column, you choose who can view documents with a tag. Everyone means that no restriction is set. Otherwise, you see how many users have access, for example 1 user or 3 users. Click the value to change who has access.
👉 You only see the Allowed users column if this feature is activated for your firm. To activate it, submit a support ticket.
Making documents with a tag public on the portal
If you select Public on portal for a tag, AdminPulse automatically marks documents that receive this tag as public, whether you add the tag yourself or AdminPulse assigns it. A portal or external application connected via the API can then show these documents to your customers.
👉 AdminPulse doesn't change existing documents when you select or clear the checkbox. Documents that were already public stay public.
For more information, see Documents - Make public on API.
What can you set on the Document types tab?
On the Document types tab, you set what AdminPulse does automatically for each document type. Each row represents one document type, listed alphabetically.
For each document type, you see the following columns:
- Name: the name of the document type;
- Document tags: the tags that AdminPulse automatically assigns to documents of that type;
- Signature required: whether new documents of the type PIT - Questionnaire automatically get the signing status Signature required. For all other document types, this column is empty;
- Public on portal: whether AdminPulse automatically marks documents of that type as public on the portal.
With the Add tag button, you can also create a new document tag on this tab, just like on the Document tags tab.
Which tags does a document type get automatically?
The Document tags column shows which tags AdminPulse assigns automatically per document type. If no tag is assigned yet, you see the pencil icon.
To change the tags of a document type:
- In the Document tags column, click the pencil icon or the tags already shown. A window opens with the name of the document type.
- Select a tag in the Select a tag to add list. Repeat this for each tag you want to add.
- Click the bin icon next to a tag you want to remove.
- Click OK.
💡 This is the same setting shown in the Apply to document types column on the Document tags tab. Changes on either tab appear on the other.
👉 AdminPulse assigns the tags when a document gets that type: when it's added, when AdminPulse recognizes the document or when you change the document type. When the document type changes, AdminPulse removes the tags assigned by the previous type. Other tags remain. Documents that already had that type don't receive newly assigned tags retroactively.
What does the Signature required column do?
AdminPulse automatically gives certain document types the signing status Signature required when they're added, such as an Assignment letter or an Authorization letter. You can't turn this off for those document types.
You can choose this setting only for the document type PIT - Questionnaire. The Signature required column therefore has a checkbox only for that type:
- Checkbox selected: new documents of the type PIT - Questionnaire automatically get the signing status Signature required. This is the default setting;
- Checkbox cleared: new documents of that type get the signing status No signature.
The setting also applies when AdminPulse recognizes the document as a questionnaire. If you don't have PIT questionnaires signed, clear the checkbox.
👉 This setting doesn't apply retroactively: it only applies to documents added after you change it. Existing documents keep their current status. To change their status, use the batch operation Change signing status in the Documents screen.
Making documents of a type public on the portal
If you select Public on portal for a document type, AdminPulse automatically marks every document that gets that type as public: when it's added, when AdminPulse recognizes the document or when you change the document type. A portal or external application connected via the API can then show these documents to your customers.
👉 AdminPulse doesn't change existing documents when you select or clear the checkbox. Documents that were already public stay public.
For more information, see Documents - Make public on API.
How do you build the folder structure?
Via Settings > Folder structure, you organize your document tags in a tree structure. You can then browse your documents by folder in the Documents screen (Documents > Documents).
Each folder in the structure corresponds to a tag. A tag appears as a folder only after you add it to the structure. You can also place folders under an existing folder and build a complete structure.
When you put a document in a folder, it receives the folder's tag and the tags of all parent folders.
The following buttons appear next to each folder:
- the document icon: manage the document types of that folder;
- the plus icon: add a folder under that folder;
- the bin icon: delete the folder. You only see this button for folders without subfolders.
Adding and deleting folders
To add a top-level folder:
- Enter the name of the folder in the Enter tag field at the top.
- Click the plus icon next to the field, or press Enter.
To place a folder under an existing folder, click the plus icon next to that folder, enter the name and press Enter.
If a tag with that name already exists, AdminPulse uses it for the new folder. Otherwise, AdminPulse creates a tag. As you type, AdminPulse suggests existing tags.
AdminPulse saves a folder you add or delete immediately.
👉 If you delete a folder with the bin icon, only the folder disappears from the folder structure. The tag still exists and documents keep that tag. To delete the tag itself, use the Document tags tab.
Adding document types to a folder
You can set which document types appear in a folder. When you add a document of one of those types, it automatically receives the required tags and appears there.
To add a document type to a folder:
- Click the document icon next to the folder. Document types for appears on the right, followed by the name of the folder.
- Select a document type in the Select type to add list.
AdminPulse adds that document type to the tag of the folder and to the tags of all parent folders. A new document of that type therefore receives all the tags it needs to appear in the folder. You also see this on the Document tags and Document types tabs.
Click the bin icon next to a document type to remove it from the folder. The parent folders keep that document type.
💡 Do you also see Add document type to parent tags under the list? This lists document types assigned to this folder's tag but not yet to all parent tags. Documents of those types therefore don't appear in the folder. Click the plus icon next to a document type to add it to the parent folders as well.
Rearranging the tree structure
To move folders or change their order:
- Click Restructure tree at the bottom.
- Drag the folders to the right place. You can also drag a folder under another folder.
- Click Save.
If you don't want to keep your changes, click Cancel.
💡 If you move a folder under a different parent folder, its assigned document types move with it. New documents of those types then appear in the new location.
👉 Documents that were already in the moved folder don't automatically get the tags of the new parent folders. In the Folders view of the Documents screen, you therefore don't see them in the folder at its new location. In the Tags view, you can still find them via the folder's tag.
How do you use folders and tags in the Documents screen?
On the left of the Documents screen (Documents > Documents), you see the folder structure. Use Folders and Tags to switch between the folder tree and the full list of tags.
👉 When you click a folder or tag, the filters you set at the top stay active. For example, if you selected a relation there, you only see the documents with that tag that are linked to that relation. The same applies to a filter on type, status or period.
Showing and tagging documents in the Tags view
Click Tags to show all tags in a list. Click a tag to see all documents with that tag. In the example below, you see all documents with the tag E-mail.
Click Without tags at the top to see only the documents that don't have a tag yet.
If you drag a document to a tag in this view, AdminPulse adds that tag to the document. Tags the document already had are kept.
Showing and moving documents in the Folders view
Click Folders to show the folder tree. Click a folder to see all documents that have the tag of that folder and the tags of all parent folders. In the example below, you see all documents with the tags Jaardossier and BTW.
In the Jaardossier folder, you find all documents with that tag, including all documents from folders such as BTW, Jaarrekening and PB.
Click the arrow in front of a folder name to show or hide its subfolders.
Each folder corresponds to a tag, but a tag only becomes a folder once you give it a place in the tree structure. You do that via Settings > Folder structure.
Drag a document to a folder to move it there. AdminPulse then adds the tags of that folder and of all parent folders to the document. AdminPulse removes the tags of the folder you drag the document from, and of the folders above it. Other tags are kept.
For example, if you drop a document in the Jaarrekening folder, AdminPulse assigns both the Jaarrekening tag and the Jaardossier tag to the document. You can then find the document via both the Jaarrekening folder and the Jaardossier folder.
💡 If you drag a document from All documents or Without tags, AdminPulse doesn't remove any tags.
Hold down Ctrl while dragging a document to keep it in its original folder as well. AdminPulse adds the destination folder's tags without removing its existing tags.
💡 Good to read
- Want to open a document and change its details, including its tags? See: View and edit documents
- Need to search or filter documents, for example by signing status? See: Using the Documents screen: search, filter and overview
- Want to make documents available through a portal or external application? See: Documents - Make public on API
- Want to know how to add documents and how AdminPulse processes them? See: Adding documents: uploading, linking and automatic processing