You can manually assign a tag to a file in SmartVault when a document is uploaded or printed without the correct tag. Tags help SmartVault workflows identify and use the correct document. Workflows such as SmartRequestAI, Bulk Send, and SmartRouting rely on tags to locate the files they need.

For example, SmartRequestAI looks for a document tagged Client Copy of Tax Return when extracting information from a client's 1040. If the correct tag is not applied, the workflow may not detect the document.

You can add, remove, or change a tag using the file's Properties settings.

Tag a File

To manually tag a file:

1. Click View Files and Folders from the left navigation menu. 
2. Navigate to the folder that contains the file you want to tag.
3. Click Actions next to the file, then select Properties.
4. Open the File Tag tab.
   
5. Select the appropriate tag from the dropdown list.
   
6. Click Apply Tag to save the tag, then close the dialog.

The file is now tagged. If the folder allows that tag, SmartVault workflows can recognize the document. 

Remove or Change a File Tag

If a file has the wrong tag or should not be used in a workflow, you can remove the tag or apply a different one.

1. Click View Files and Folders. 
2. Locate the file, click Actions , then select Properties.
3. Open the File Tag tab.
4. Select -- No Tag -- to remove the tag, or choose a different tag from the dropdown list.
   
5. Click Apply Tag.

Updating a tag also updates the file’s modified date, which will affect which document SmartVault workflows select.

Troubleshooting Tagging Issues

Multiple Files Share the Same Tag

If more than one file in a folder has the same tag (for example, multiple documents tagged Client Copy of Tax Return), SmartVault workflows such as SmartRequestAI will use the most recently modified file.

The modified date can change when a file is updated or when its tag is changed, which will affect which document SmartVault selects.

Updating a file or changing its tag can affect which document SmartVault selects.

To ensure the correct document is used:

• Remove outdated versions from the folder, or
• Remove the tag from files you do not want included. 

See Remove or Change a File Tag above if you need to remove a tag from a file.

Workflow Does Not Recognize the Tagged File

For SmartRequestAI and other automated workflows to recognize a document, the tag applied to the file must match a tag configured in that folder's folder template.

If a tagged file is not being detected by SmartRequestAI, Bulk Send, or another workflow, verify that the folder allows that tag.

To verify the folder allows the tag:

1. From the Home page, click the initials at the top right corner of the page, and then select Settings.
2. Under Manage Account, click Manage Folder Templates. 
3. Locate the folder template that contains the folder where the file is stored, then click Edit (pencil icon).
   
4. Under Folder structure, locate the folder, click the gear icon, and select Edit folder.
   
5. Under Documents stored in this folder, confirm that the required tag (for example, Client Copy of Tax Return) is listed. 

If the tag is already listed, return to View Files and Folders and apply it to the file.

If the tag is not listed:

1. Click the plus (+) icon
2. Select the tag
3. Click Save changes.
   
4. Return to the Home page.

Once the folder allows the tag, workflows will recognize the document.

Folders That Allow Multiple Tags

A folder can allow multiple tags. SmartVault automated workflows will recognize any file whose tag matches one of the tags allowed for that folder.

Be sure to apply the correct tag for the workflow you are using (for example, Client Copy of Tax Return for SmartRequestAI).

Important Notes

• Updating a file's tag updates the modified date.
• If multiple files share the same tag, SmartVault automated workflows will use the most recently modified file.
• Changes to folder template tags affect how automated workflows identify documents.
• Manual tagging does not move the file; it only updates the file's metadata.