Build a tagging taxonomy that makes search work

Good search starts with consistent tags. When everyone tags the same idea the same way, filters and global search return complete, predictable results. When they don't, near-duplicate tags scatter your assets across labels no one remembers. The advice below is built on how tagging actually works in Collage.

Tag generously — but consistently

Collage lets you add as many tags to an asset as you need (you just can't repeat the same tag on one asset). That's powerful — but with no cap, a library quickly fills with near-duplicate tags that scatter your assets across labels no one remembers. Aim for consistency rather than a small set of tags: reliable search depends on everyone using the same tag for the same idea.

When you type at least 3 characters in the tag field, Collage suggests existing tags. Always check that list and reuse an existing tag instead of coining a new variant.

Note: A tag must be at least 3 characters long.

Before inventing a tag, type a few letters and pick the match Collage suggests.

Agree on naming conventions

Tags aren't case-sensitive — Login and login are the same tag, so case only affects how a tag looks, not search or filtering. The real near-duplicates come from different forms of a word. Agree as a team on conventions up front — preferred spellings, singular vs plural, and which term wins for a given idea — and document the list so new contributors follow it. For example:

• Avoid log-in and login as separate tags → pick one form (for example, login).
• Avoid email and emails → choose singular or plural and stick with it.
• Avoid synonyms like photos and pics → settle on one term.
• Avoid competing labels for one idea → agree which wins (for example, always social-media).

Use custom fields for structured attributes

Don't lean on tags for data that belongs in custom fields. Custom fields store structured data with an asset — things like owner, rights, or campaign. Keep tags for discovery themes and let custom fields carry the structured metadata. Both tags and custom fields stay with the asset when you move it between folders.

Start from AI auto-tagging, then refine

With AI auto-tagging enabled, every new upload is scanned and relevant tags are suggested automatically. Treat these as a baseline, then refine them by hand to fit your conventions. To switch it on, see Turning on AI auto-tagging.

For the mechanics of applying tags and fields, see Tagging assets and using custom fields; to put your taxonomy to work, see Searching and discovering content.