How to Use Knowledge Base Tags

Table of Contents

• Summary
• Getting Started
• How to Create and Manage Tags
• How to Apply Tags to Content
• How to Filter Content by Tags
• FAQ

Summary

Tags provide a flexible way to organize and categorize your documents and questionnaires in your Whistic Knowledge Base. Unlike traditional folders where content can only live in one place, tags create a shared taxonomy. You can assign multiple tags to a single item based on relevant attributes (business framework, department, document type, or any other dimension that matters to your organization.

This makes it easier to find the right content quickly and maintain consistency across your Trust Center as your security program grows.

Select Chapter 1 in the lower left hand corner to get started!

🚀 Getting Started

Requirements:

• Only Managed Admins can create, edit, and delete tags
• All users (admins and non-admins) can view tags to content
• Tags work across two content types: Documents & Questionnaires

Tip for success: Before creating tags, consider the organizational dimensions that matter most to your team's workflow (examples: compliance frameworks (Boardroom, Legal, HR), or content types (Policy, Procedure, Evidence). Starting with 10-15 core tags and using consistent naming conventions will help create a scalable system.

🏷️ How to Create and Manage Tags

Creating Tags

1. Navigate to Settings in your Whistic account
2. Click Company Settings
3. Scroll down to the Manage Tags section
4. Click Create Tag
5. Enter your tag name (& optional Description)
6. Click to save

Note: Only Managed Admins can access the Manage Tags section in Company Settings. If you don't see this option, verify your admin permissions.

Editing Tags (within Settings)

1. Navigate to Settings Company Settings Manage Tags
2. Locate the tag you want to edit
3. Select the pencil icon
4. Update the tag name
5. Click to save

Important: When you edit a tag name, the updated name automatically applies to all documents and questionnaires that previously used that tag. You don't need to retag any content manually.

Deleting Tags

1. Navigate to Settings Company Settings Manage Tags
2. Locate the tag you want to delete
3. Click the trash icon on the tag you wish to delete
4. A pop-up will explain that deleting the tag will remove it from all associated content
5. Confirm the deletion

Note: When you delete a tag, it's removed from all documents and questionnaires where it was applied. The content itself remains unchanged—it simply becomes untagged.

📌 How to Apply Tags to Content

1. Navigate to Knowledge Base in your Whistic account from the Trust Center drop-down
2. Select the content tab at the top: Documents, Questionnaires, or Smart Search
3. Click on the item you want to tag to open the side panel
4. In the side panel, locate the tags section
5. Select the tags you want to apply from your organization's tag list
6. You can apply multiple tags to the same item
7. Changes save automatically

Tag Application Tips:

• Tags can be applied when uploading new documents or added later
• The same tags work across all content types (documents & questionnaires)
• When you replace a document, the new version automatically retains all tags from the previous version
• New documents uploaded to the Knowledge Base automatically have Smart Search enabled

🔍 How to Filter Content by Tags

1. Navigate to Knowledge Base
2. Select the content tab you want to filter: Documents or Questionnaires
3. Click the filter icon in the left-hand sidebar
4. Select one or more tags to filter by
5. The content display will update to show only items with the selected tags

Note: All users (both admins and non-admins) can filter content by tags. This filtering functionality uses the same components found in other Whistic reporting features.

❓ FAQ

Who can create tags?

Only Managed Admins can create, edit, and delete tags in the Manage Tags section. Non-admin users can apply existing tags to content but cannot create new tags.

Can I apply the same tag across different content types?

Yes! Tags create a shared taxonomy across all content in your Knowledge Base—both documents and questionnaires, making it easier to find related information regardless of content type.

What happens to my content when I delete a tag?

The content becomes untagged, but the documents and questionnaires themselves are not deleted or changed. Only the tag association is removed. A pop-up will explain this before you confirm the deletion.

If I edit a tag name, do I need to retag all my content?

No, the system automatically updates the tag name everywhere it was previously applied. Historical associations are maintained with the new name.

What is the future of enhanced bulk tagging functionality?

While bulk tagging functionality is not currently available but is planned as a future enhancement.

When I replace a document, do the tags carry over?

Yes, when you replace a document, the new version retains all tags from the old version. Smart Search settings are also preserved during replacement.

Who can filter content by tags?

All users (both admins and non-admins) can filter content by tags to access the filter icon in the left-hand sidebar.

Why can't I access the Manage Tags section?

Only Managed Admins can access Company Settings, including the Manage Tags section. Verify that you have Managed Admin permissions for your account. Contact your organization's Whistic administrator if you need your permissions updated.

How should I organize my tag structure?

Consider the most important ways your team needs to organize content. Common approaches include tagging by compliance framework (SOC 2, ISO 27001, department (Legal, HR, IT), or content type (Policy, Procedure, Evidence). Start with 10-15 core tags and use consistent naming conventions across your organization.