How to use tags (PRO)
Sharing passwords using groups is already possible in passbolt and can help organise the passwords. It is often not enough for small teams or users with a lot of passwords, who often need another way to organise their data.
How are tags different than categories?
The major difference between categories and tags is that, in most systems using folders, a given item only belongs to one folder. Inversely, when tagging, one item can be linked to many tags. Also while it is possible to have a hierarchical tag structure it is also less common.
User experience and use cases
You will find tags in the passwords workspace:
A user can view the tags applied to a resource from the tag section in the passwords workspace secondary sidebar.
Tag / Untag a resource via the tags editor
Users can tag a resource by clicking on the “Tags editor” in the passwords workspace secondary sidebar.
Users will see an autocomplete with a list of proposed tags when adding/editing tags to promote tag reuse. This autocomplete is updated for each letter typed starting with the first one. When clicking on an autocomplete list item, the tag is added. It is possible to select autocomplete list items using keyboard keys.
By default, tags are set to be personal. It is a way for users to organize their passwords (their own and shared ones) following their own personal classification. Any resource can be tagged by users as personal.
If using the prefix “#” a tag can be shared to everyone with access to this password. Users must be able to update a resource to be able to create a shared tag on it.
Tag a resource by dragging it on a tag
A user can tag a resource by dragging a resource from the grid on a tag in the “Filter by tags” section in the primary sidebar.
A user can rename a tag by opening the contextual menu of a tag in the “Filter by Tags” section of the primary sidebar.
By clicking on “Edit Tag”, a dialog will therefore be shown to the user.
A user can delete a personal tag by opening the contextual menu of a tag in the “Filter by Tags” section of the primary sidebar. To prevent someone from removing a tag by mistake, we request the user to confirm the delete action.
You cannot delete shared tags from contextual menu of the “Filter by Tags” section. On each resource of the shared tag you want to delete, you have to manually remove it from the tags editor.
Filter resources from the user tags list
Users can filter resources by tag via the “Filter by tags” section in the passwords workspace primary sidebar.
Filter resources from the resource details sidebar
Users can filter the resources by clicking on a tag in the “Tags” section of the resource details sidebar.
Filter resources by personal or shared tags
By clicking on the funnel icon, you can filter by personal or shared tags:
Filter resources from the search form
You can type a tag slug in the password search form to display tagged resources.
Editing or deleting a tag does not trigger any email notifications.
Other frequently asked questions in the same category
- How to install and remove browser extensions
- How to create and setup an account
- What can I do if my registration token expired?
- How can I change the profile picture
- How to copy a password to clipboard
- Password basics
- Managing your favorites
- How to share passwords
- How to import passwords from a csv or kdbx file
- How to disable your browser/mobile built-in password manager
- How to use tags (PRO)
- Roles and permissions FAQ
- Roles and permissions
- How to subscribe to the account recovery program?
- How to review an account recovery request
- How to generate an OpenPGP key
- How to recover my passphrase?
- How to recover an account?