Tags and scoping

Tags let you scope a workflow or file to a group of assets — a product line, a shared component, a model — instead of writing it for every asset in your organization or hand-picking one asset at a time.

Why tags

Before tags, a workflow applied to every asset in your organization, and a file applied either to every asset or to exactly one. That doesn’t scale for a catalog with multiple product lines — an “air filter replacement” workflow differs by asset type, and manuals are usually shared across a model or component family, not written per unit.

With tags, you classify once at the tag level and it applies to every current and future matching asset — no per-asset re-work as your catalog grows.

How matching works

• Assets carry tags. Most tags are assigned automatically from an asset’s make/model and type when it’s created or synced from an integration; you can also add tags manually on the asset page.
• Tags can be organized into a hierarchy: a tag can have one or more parent tags (for example, “RTG Cranes” under both “Lift Equipment” and “Engine X9000”, since the crane model shares an engine with another product line).
• A workflow or file scoped to a tag applies to every asset carrying that tag or any of its descendant tags. Scoping something to “Lift Equipment” automatically covers “RTG Cranes” and anything under it, without re-tagging each asset.
• Every asset also carries the built-in Global tag automatically. A workflow or file scoped to Global applies to every asset in your organization — this is how “applies to everything” content (like your organization’s terms of use, or a manual every team needs) is expressed.

Managing the tag hierarchy

Go to Admin > Organization > Tags to see your organization’s tags as a tree. From here you can:

• Create a tag and give it a name.
• Add a parent by connecting one tag to another — the system rejects a connection that would create a cycle.
• Rename or delete a tag (deleting is blocked while the tag has children or is still attached to an asset, workflow, or file — reassign those first).
• Merge two tags together when you’ve ended up with duplicates — everything scoped to the merged-away tag moves onto the tag you kept.

The sidebar also shows orphan tags — any tag with no parent, whether or not it already has children — which is a useful list for spotting auto-generated tags (from asset make/model/type) and unorganized categories that haven’t been placed anywhere in your hierarchy yet. If a tag genuinely doesn’t belong under any more specific category, add Global as its parent — that clears it from the orphan list without needing to invent an artificial category just to park it somewhere.

Scoping a workflow or a file

• On a workflow’s settings, use the Scope field to pick one or more tags. Leaving it empty shows a “not visible to any assets yet” hint — the workflow won’t be self-startable or suggested for any asset until it’s scoped.
• On the asset page, files and organization-wide documents (Admin > Organization > Document library) have the same tag field. A document you upload without picking any assets starts unscoped; add tags (or Global, to make it apply everywhere) to make it visible to field engineers and available to the AI assistant.
• Both the Workflows list and the Document library have a Needs scoping filter to help you find content that hasn’t been tagged yet.

Asset tags

On an asset’s page, the Tags section shows:

• Auto-assigned tags (marked with a small icon) — derived from the asset’s make/model and type. These update automatically and can’t be removed here.
• Manual tags — anything you’ve added yourself, which you can remove at any time.

The Global tag is not shown or editable here — every asset carries it structurally.