Global Tags in Workzone: Color-Coded Tags for Workspaces, Projects, Tasks, Requests, and Documents
Product release · October 7, 2026
Global Tags is a Workzone feature that lets you apply color-coded labels to workspaces, projects, tasks, requests, and documents, then filter by those labels to pull related work together. Administrators set up the tag list in Settings, under Global, on the Tags page. Global Tags replace workspace groups and project tags, and any you already had were converted automatically at launch.
Quick answers: what do Global Tags do?
Global Tags let teams:
- Put one label on every kind of work in Workzone: workspaces, projects, tasks, requests, and documents
- Give every tag its own color, so it’s recognizable before anyone reads it
- Choose which item types each tag is available for
- Build a standard tag list in settings, so everyone tags from the same vocabulary
- Filter by tag in the Projects, Requests, and Documents modules and in reports
- See who created each tag, when it was last used, who used it last, and how many items of each type carry it
Why do teams need tags across all their work?
Ask where the brand refresh lives and you’ll get a tour.
The campaign is in marketing’s workspace. Legal’s review is a task inside someone else’s project. The exec ask came in through a request form. The final logo files are in Documents. Everyone knows where their own piece is. Nobody can see the whole thing without asking four people.
That asking adds up. McKinsey found that knowledge workers spend nearly 20 percent of their time looking for internal information or tracking down colleagues who can help. That’s a day a week spent hunting. It’s also where tasks slip through the cracks, because the piece nobody could find is the piece nobody followed up on.
Every organization already has words for this. Enrollment push. Board-visible. Needs legal. Q4 launch. People say them in every meeting. Until now, the project tool only knew which folder something lived in.
Global Tags put those words into the system, on every kind of work. You filter for them instead of remembering where things are.
What does a Global Tag include?
Each tag is set up once in global settings and carries three things:
- Tag Name. The label people will see and filter by. Use the words your teams already say out loud.
- Color. Pick one from the swatch, or click the arrow icon for a random color. The color travels with the tag everywhere it’s applied.
- Available for. The item types the tag can be used on: workspaces, projects, tasks, requests, documents, or any combination. A tag won’t show up as an option on item types you leave unchecked.
An item can carry up to ten tags.
How do you create tags in Workzone?
As an administrator, click the gear icon in the top right corner for All Workspaces, then click Tags under the Global section. Click Create New Tags, enter the tag name, choose a color, and select the item types the tag is available for. To build several at once, click Add Tag for each new row. Click Create Tags when you’re done.
Need a tag that doesn’t exist yet? You can also make one on the spot while tagging an item, with the Create new tag link.
To let people tag a project the moment they create it, an administrator needs to check the Tags box on the Add Project Fields page in settings.
Step-by-step instructions live in the Tags help doc.
How do you tag work?
You tag each item from the spot where you’d already edit it.
- Workspaces. Choose Edit tags from the workspace’s more menu.
- Projects. Use the Edit tags link in the project’s details tray, or the menu to the left of the project name. Enter or select tags in the Tags field and click Save. In the Projects view, you can also click a tag in a project’s title row to add or remove tags quickly.
- Tasks, requests, and documents. Use the Edit tags link in the item’s details tray or its more menu.
Administrators can also work from the other direction. The Edit Tag overlay in settings lets you apply a tag to items, or remove it from them, without opening each one.
How do you filter work by tag?
Views and filters across Workzone now support tags. Each module has its own.
Projects
Click Filter, then Add Task/Project Filter to reveal the task tag and project tag filter options.
Requests
The Requests module filters include a Request Tags option.
Documents
Use the Tags dropdown immediately above the list of files to show only documents with a specific tag.
Reports
Project, task, request, and document reports display tag filters. Reports that cover several item types at once, like the To-Do List or the Recent Activity Report, list which item types the tag filter applies to. That’s the fastest way to see a tag’s work side by side, the same kind of shared view that cuts down on the status chasing most teams live with.
How do you see how tags are being used?
A shared vocabulary only works if people actually use it. Global Tags include usage insights so administrators can see what’s happening.
The Tags table in settings
Every tag in the list shows its Creator, when it was Last Used, and the Last User who applied it. A tag nobody has touched in six months is easy to spot. So is the “URGENT” someone made on the fly next to your existing “Urgent.”
The Edit Tag view
Open any tag with the pencil icon to see how many items of each type it’s applied to. If a tag that’s supposed to mark executive priorities sits on 300 tasks, it has stopped meaning anything, and you’ll know.
From the same overlay, you can rename the tag, change its color, or change which item types it’s available for. Click Save Changes to apply.
Deleting a tag removes it from the system and from every item it was applied to. That can’t be undone, so rename or narrow a tag first if you’re unsure.
What happened to workspace groups and project tags?
They became Global Tags. At launch, every existing workspace group was converted to a tag available for workspaces only, and every existing project tag was converted to a tag available for projects only. Your existing setup carries over.
If you used workspace groups, you’ll see your group assignments as tags on your workspace rows now. The old workspace groups and project tags settings pages are gone. Everything lives on the Tags page.
Any converted tag can be edited to cover more item types. If your project tag for “Q4 Launch” should also mark the related requests and documents, open it, update Available for, and save.
Who can create and manage tags?
Administrators set up tags in global settings. That’s also where the usage insights live, along with editing and deleting. Tagging happens wherever people already work: the details tray or more menu on each item.
Who should use Global Tags?
Any team whose work crosses workspaces, item types, or departments. Which, in practice, is most of them.
Marketing teams tag a campaign across the request that started it, the project that runs it, and the final files in Documents. Mercyhealth’s marketing team already used Workzone tags to flag executive priorities. “It helps everyone know what needs to come first,” says Clair Berg, their Digital Marketing Manager. “We can turn around executive billboard designs in a matter of hours.” Global Tags carry that same flag onto the request and the files that go with it.
Higher ed teams tag institution-wide initiatives like Enrollment or Accreditation across departments that each keep their own workspace.
Healthcare and financial services teams tag work that needs extra eyes, like Needs Review or Compliance, so it’s findable before anything ships.
Agencies tag by client, retainer, or campaign across every workspace the account touches.
PMOs tag strategic initiatives across the project portfolio. The work behind each priority is one filter away, with no report to rebuild by hand.
Frequently asked questions
What are Global Tags in Workzone? Global Tags are color-coded labels you can apply to workspaces, projects, tasks, requests, and documents. Administrators set up the list in Settings, under Global, on the Tags page. You can then filter by tag in the Projects, Requests, and Documents modules and in reports.
What can I tag? Workspaces, projects, tasks, requests, and documents. Each tag has an Available for setting that controls which of those item types it can be used on.
How many tags can one item have? Up to ten.
What happened to my workspace groups and project tags? They were converted to Global Tags at launch. Workspace groups became tags available for workspaces, and project tags became tags available for projects. You can edit any converted tag to make it available for more item types.
How do I filter by a tag? In Projects, click Filter, then Add Task/Project Filter. In Requests, use the Request Tags filter. In Documents, use the Tags dropdown above the file list. Project, task, request, and document reports also include tag filters.
Can I see every item with a tag in one place? Reports that cover several item types, like the To-Do List or the Recent Activity Report, apply the tag filter across the item types they include. Each module also has its own tag filter.
How do I know which tags people are actually using? The Tags table in settings shows each tag’s creator, last used date, and last user. Open a tag with the pencil icon to see how many items of each type carry it.
What happens if I delete a tag? It’s removed from Workzone and from every item it was applied to. Deleting can’t be undone. If you’re unsure, rename the tag or change its item types instead.
Where do I set up Global Tags? Click the gear icon for All Workspaces, then Tags under the Global section.
One word for the work, everywhere it lives
Your teams already have a shared language for what matters. Enrollment. At Risk. Board-visible. Until now, that language stopped at the meeting room door.
Global Tags put those words on the work itself, in every workspace and on every item type, so the answer to “where is all the brand refresh stuff” is a filter instead of a tour.
Watch the full walkthrough, read the step-by-step guide, or book a walkthrough with us and we’ll help you build your first tag list.
Learn more:
Last updated on October 19, 2026
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