Add tags to your documents

Modified on Tue, 9 Aug, 2022 at 3:44 PM

In the Smart Docs section, you have the chance to manage the whole set of your company and employee HR documents. To enable this feature, go to Settings > Overview > Smart Docs and toggle the switch on

Note: Check out this video on smart docs for a more detailed explanation and visualisation! 

You can learn more about the types of documents here.

Smart docs Tags

Tags work as a way to organize your files on Kenjo. They help you filter documents more effectively and run workflows smoothly.

Kenjo offers certain tags by default. Go to Settings > SmartDocs > Settings to enable or disable default tags. 

You can also choose to set your tags as mandatory. Since other functionalities on Kenjo recognize your documents based on the tags you or your employees have assigned to them, we recommend activating this function. 


Disable tags: you can toggle the switch on and off to enable or disable a tag. Disabling a tag will not remove it from existing documents. While you won’t be able to select it at the time of uploading files, it will still be visible when previewing documents, filtering, or doing a search from the Smart Docs page.

Delete tags: It is not possible to delete tags that have existing documents attached to them. To delete tags, make sure that it is not associated with any document.

Note: You can add several tags to the same document. Bear in mind that adding multiple tags will also imply the extension of tag visibility. For example, a document with the tag 'Payslip' and 'Payroll' will give access to groups from both tags.

Restrict the visibility of documents with tags

If you wish to upload a company document that is not visible to everyone in your company, you can add a restrictive tag to it. Simply follow these steps:

  • Go to Settings > Smart Docs > Settings 
  • Under custom tags, click (+) ADD TAG
  • Select a name for the tag (in this example: taxes)
  • Set that tag to "not visible to everyone", and choose the specific person that is allowed to see this tag


Now, every time you create a document concerning taxes, for example, assign this tag. Only the person you have added to this tag will be allowed access. However, take into consideration that the assignation of a document will take precedence over its restricted visibility. This means that, in the example above, only the specific employee can see the documents with the tag "Taxes" unless they assign this document to an employee. Then, newly the assigned employee will also see the document.

Best practice: 

Here are some ideas on tags you can create:

  • Work contracts
  • Assessments
  • Data Protection
  • Expenses/Invoices
  • Passport
  • Birth Certificate
  • Marriage Certificate
  • Visa
  • Termination/Resignation Letter
  • Absence certificate
  • CV and applications
  • Payroll
  • Signed documents
  • E-Signature

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