To manage tags, you need to be assigned to either the Application Administrator or Records Manager role.
Tags are labels you can apply to records to organise them beyond their Record Category (referred to as Disposal Class in some regions). You can use tags to group records by project, review status, team, or any other label meaningful to your organisation.
You can manage tags from two places:
The records list in advanced search: create general tags and apply them in bulk across a selection or an entire search result set.
From within a Freeze/Hold: create tags that are specific to that hold. Tags created inside a Freeze/Hold are automatically prefixed with the hold's numerical identifier (e.g. "4521: Review Complete") and are only visible within that hold. General tags are also available to apply when working inside a hold.
Once applied, all tags, including hold-specific tags, are available as filter criteria in Advanced Search using the Tags field.
Tags may contain letters, numbers, spaces, hyphens, colons, and underscores.
Add or Remove Tags in Bulk
Navigate to the records list in advanced search and locate the records you want to tag. Use search or filters to narrow the list if needed.
Select one or more records in the grid, or use search criteria to define the set of records you want to tag.
Click the Manage Tags button in the toolbar.
Screenshot: records list with the Manage Tags button highlighted in the toolbar In the Manage Tags popup, choose how to apply tags:
Selected Items: applies the operation only to the records you selected in the grid.
All Items: applies the operation to all records matching the current search.
Screenshot: Manage Tags popup showing the item selection toggle and the tag grid
Select one or more tags from the grid by ticking the checkboxes.
Click Add to apply the selected tags to the chosen records, or click Remove to remove them.
A confirmation message appears when the request has been submitted. The operation runs in the background and may take some time to complete for large sets of records.
Records that already have all of the tags you are adding (or none of the tags you are removing) are skipped automatically.
Add or Remove Tags on a Freeze/Hold
Open the Freeze/Hold and navigate to the items list within that hold.
Select one or more records, then click Manage Tags.
The Manage Tags popup displays both tags specific to the current hold and general tags available across the tenant.
Select tags and click Add or Remove as described above.
When you manage tags from within a Freeze/Hold, the item selection toggle for All Items is not available. You must select specific items.
Create a New Tag
In the Manage Tags popup, click New.
Enter the tag name. Tags may only contain letters, numbers, spaces, hyphens, colons, and underscores.
Click Save.
If you are creating a tag from within a Freeze/Hold, RecordPoint automatically prefixes the tag name with the hold's numerical identifier followed by a colon and space. For example, entering "Reviewed" while inside hold 4521 creates a tag named "4521: Reviewed". This prefix associates the tag with the hold. You do not need to type the prefix yourself.
Tags created from the records list (without a hold context) are general tags. General tags have no prefix and are visible everywhere.
The new tag appears in the tag grid and is available for use immediately.
How Hold specific and general Tags work together
Tags in RecordPoint fall into two categories:
General tags: created from the main records list with no hold association. These are available everywhere.
Hold specific tags: created from within a Freeze/Hold. These are prefixed with the hold's numerical ID and stored against that hold.
When you open the Manage Tags popup from within a Freeze/Hold, you see both the hold-specific tags and all general tags. When you open it from the main records list, you see all tags across the tenant.
Every tag change, whether adding or removing, is recorded as an auditable event against the affected records.