--- url: /guides/tag-tasks.md description: >- Create colored tags, add them to tasks, share them between lists with a Tag Set and filter by them. --- # Tag tasks Tag a task when you want to find it by something other than its [list](/concepts/hule-model): * a [context](/concepts/gtd), such as `@phone` or `@errands`; * a theme, such as `finance`; * a kind of work, such as `waiting`. A task can carry several tags, and a [view](/concepts/views) can show only the tasks with a given tag. ## Before you start ::: warning Turn on Tags in the list The list must have **Tags** turned on. It is on in every preset; if it is off, open the list's **…** menu → **Configure** → **Features** and switch on **Tags**; see [Set up a list](/guides/set-up-a-list#turn-features-on-or-off). ::: If you own the [workspace](/concepts/hule-model), you have every permission this page needs. Otherwise each section below names the permissions of your [permission set](/reference/permissions-and-access) it needs. ## Tag a task, creating the tag as you go ::: warning Permissions to tag a task * [**Edit** access](/concepts/sharing) to the list; * **Update** in the **Tasks** block; * **Tags** in the **Task fields** block. Creating a tag also needs **Create** in the **Tags** block: the default **Worker** set can tag tasks but not create tags. ::: 1. Open the task. The task card shows its fields, **Tags** among them. 2. Click the value next to **Tags** (it reads **Empty** if the task has no tags), or press `T` (see [Keyboard shortcuts](/reference/keyboard-shortcuts)). The tag picker opens with the tags this list offers and a **Search or create a tag** field. 3. Type the tag's name. Matching tags appear. If none has exactly that name, you also see **Create "…"** with what you typed. ![The tag picker of a task with @phone typed: no tag of that name yet, and the Create "@phone" row](/shots/guides/tag-tasks-1.light.webp){.light-only} ![The tag picker of a task with @phone typed: no tag of that name yet, and the Create "@phone" row](/shots/guides/tag-tasks-1.dark.webp){.dark-only} ::: warning No Create row? A tag with exactly that name exists already (pick it), or your permission set lacks **Create** in **Tags**. ::: 4. Click the tag you want. To make a new one, click **Create "…"** or press `Enter`. The tag appears on the task. A tag you create here is gray and belongs to this list. ## Rename, recolor or delete a tag ::: warning Permissions to change tags * **Rename** and **Change icon** need **Update** in the **Tags** block. * **Delete** needs **Delete** in the **Tags** block. The gear appears if you hold either; the menu shows only the rows you may use. ::: 1. In the tag picker, point at the tag and click the gear (**Tag settings**) at the end of its row. A menu opens. ![The tag picker with the settings menu of @phone open: Rename, Change icon and Delete](/shots/guides/tag-tasks-2.light.webp){.light-only} ![The tag picker with the settings menu of @phone open: Rename, Change icon and Delete](/shots/guides/tag-tasks-2.dark.webp){.dark-only} 2. Choose a row of the menu: | Menu row | What to do | Result | |---|---|---| | **Rename** | Type the new name in the field that replaces the tag's row, and press `Enter`. | The tag changes on every task that carries it. | | **Change icon** | Pick an icon and a color in the icon picker. | The color applies to the tag everywhere. | | **Delete** | If tasks carry the tag, a dialog names how many; click **Delete from all tasks**. | The tag is gone from the picker and from tasks. | ::: danger Deleting a tag can't be undone The tag disappears from every task that carries it, in every list. ::: ## Share tags between lists with a Tag Set A tag made in a task belongs to its list. To use the same tags in several lists, put them in a Tag Set: a workspace-wide group of tags that every connected list offers. ::: warning Permissions for a Tag Set * **Create** and **Update** in the **Tag sets** block, to create and fill a set; * **Update** in the **Lists** block, to connect it to a list; * **Edit** access to that list. ::: 1. Click your name at the bottom of the sidebar and choose **Workspace settings**; if you belong to several workspaces, pick the workspace in its submenu. The workspace settings open. 2. Click **Tags**. The workspace's Tag Sets are listed. 3. Click **New set**. A new set opens with an empty **Set name** field. 4. Type the name and press `Enter`. The set is saved under that name. 5. In the **New tag** card, type a **Name** and click **Create tag**. The tag appears under **Tags of the set**. Repeat for each tag. 6. Under **Used in lists**, click the field and pick the lists. It reads **Choose lists** while no list uses the set; after that it shows the lists. Those lists now offer the set's tags, above their own. ::: danger Unticking a list strips its tags Unticking a list removes the set's tags from every task in that list, after you confirm with **Disconnect and strip from tasks**. It can't be undone. Ticking a folder connects only the lists in it now, not lists added later. ::: ![Workspace settings › Tags on the set Contexts: four tags, the New tag card, the New set button, and the lists Home and Admin connected](/shots/guides/tag-tasks-3.light.webp){.light-only} ![Workspace settings › Tags on the set Contexts: four tags, the New tag card, the New set button, and the lists Home and Admin connected](/shots/guides/tag-tasks-3.dark.webp){.dark-only} You can also connect a set from the list: its **…** menu → **Configure** → **Tags** → **Choose sets**. ## Filter a view by tag A filter rule on **Tags** shows only the tasks with the tags you pick. Other fields and operators: [Filter, sort and group a view](/guides/filter-sort-and-group-a-view). 1. In a view, click **Filter**. The filter strip opens. 2. Click **+ Rule**. A new rule chip appears in the strip. 3. Click the chip. Its editor opens. 4. In **Field**, choose **Tags**. 5. In **Operator**, choose [**any of**](/reference/view-filters#operator-matches-and-chips). The value picker offers the tags of the view's lists; see [View filters](/reference/view-filters#tags-from-several-workspaces). 6. Pick the tags. The chip reads **Tags:** and your tags, such as **Tags: @errands**. The list behind isn't filtered yet. ![The filter rule editor of a List view: Field Tags, Operator any of, the tag @errands picked, and Save active while the list is not filtered yet](/shots/guides/tag-tasks-4.light.webp){.light-only} ![The filter rule editor of a List view: Field Tags, Operator any of, the tag @errands picked, and Save active while the list is not filtered yet](/shots/guides/tag-tasks-4.dark.webp){.dark-only} 7. Click **Save**. The view shows only tasks with those tags. ::: warning Save greyed out? A rule has no value yet. Pick one, or remove the empty rule. ::: ![The List view after Save: the chip Tags: @errands in the filter strip and only the two tasks tagged @errands](/shots/guides/tag-tasks-5.light.webp){.light-only} ![The List view after Save: the chip Tags: @errands in the filter strip and only the two tasks tagged @errands](/shots/guides/tag-tasks-5.dark.webp){.dark-only} ## GTD contexts as tags ::: info Contexts in GTD In [GTD](/concepts/gtd), a context is where or with what you can do a task. ::: Put your contexts in a Tag Set called `Contexts` and connect it to every list where you keep your own tasks: | Tag | Put it on tasks you can do… | |---|---| | `@phone` | with only a phone | | `@computer` | at your desk | | `@errands` | while out | | `@home` | at home | A [personal view](/concepts/personal-and-work) with the filter rule **Tags: @errands** becomes what you check on your shopping trip. ::: info One set per workspace Tags belong to one workspace each. If your personal view draws from several workspaces, create `Contexts` in each and pick every `@errands` in the filter; see [Tags from several workspaces](/reference/view-filters#tags-from-several-workspaces). ::: ## If it doesn't work * **There is no Create row in the picker.** One of three reasons: * a tag with exactly that name exists already: pick it; * your permission set lacks **Create** in **Tags**: ask a workspace admin (see [Permissions and access](/reference/permissions-and-access)); * you are tagging several tasks at once from the bulk bar: create the tag in one task first (see [Edit tasks in bulk](/guides/edit-tasks-in-bulk)). * **The tags on a task can't be clicked.** Your permission set lacks **Tags** in **Task fields** (see [Permissions and access](/reference/permissions-and-access)), or you have **Read** access to the list (see [Share a folder or list](/guides/share-a-folder-or-list)). Ask a workspace admin. * **There is no gear on a tag.** Your permission set lacks **Update** and **Delete** in **Tags**; see [Permissions and access](/reference/permissions-and-access). * **A tag from another list is missing.** Tags made in a task stay in their list. Create the tag in a [Tag Set](#share-tags-between-lists-with-a-tag-set) and connect the set to both lists; tasks that already carry the list's own tag keep it. * **There is no Tags field.** The list has **Tags** turned off. Turn it on in **Configure** → **Features**; see [Set up a list](/guides/set-up-a-list#turn-features-on-or-off). * **There is no New set button.** Your permission set lacks **Create** in **Tag sets**; see [Permissions and access](/reference/permissions-and-access). * **Save is greyed out.** A filter rule has no value yet. Pick one, or remove the empty rule; see [Save, Discard and Clear all](/reference/view-filters#save-discard-and-clear-all). ## Related * [The Hule model](/concepts/hule-model): where tags sit next to lists, statuses and fields. * [GTD in Hule](/concepts/gtd): contexts, and the rest of the method. * [Filter, sort and group a view](/guides/filter-sort-and-group-a-view): use tags in filters. * [Edit tasks in bulk](/guides/edit-tasks-in-bulk): tag many tasks at once. * [Set up a list](/guides/set-up-a-list): turn **Tags** on for a list. * [Task fields](/reference/task-fields): every field, including **Tags**. * [Permissions and access](/reference/permissions-and-access): who can create tags and Tag Sets.