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Last Updated On 2025-02-05

How to Use Tags Effectively in Atarim

Master task organization and streamline workflows with Atarim’s tagging system.

Tags in Atarim are a powerful way to add contextual information to tasks, making it easier for teams to organize, track, and manage work effectively. Unlike priority and urgency, which are built-in options, tags provide flexibility and customization for unique workflows, stakeholder involvement, and strategic planning. This guide explains how to use tags effectively, ensuring clarity and collaboration across your projects.

Relevant For

  • Project Managers
  • Design Leads
  • Team Members

Prerequisites

Basic understanding of task creation and editing in Atarim.
  • An active project in Atarim.

Step-by-Step Guide

1. Track Workflow Stages Beyond Status

Use tags to indicate specific stages of your workflow that aren’t covered by status options like “In Progress” or “Completed.”

Why It’s Important: Tags like “Client Review” or “Ready for QA” provide granular tracking of where a task stands in the workflow.

Instructions:

  • Open a task inside Inbox or Board and navigate to the Tags section.
  • Add a tag like “Needs Revision” or “Approved for Launch” based on the task’s current stage.

Example Use Case: A task marked as “In Progress” might also have the tag “Waiting for Feedback,” signaling a dependency without changing the status.

Adding tag from the Board page

Tip: Standardize workflow stage tags across your team for consistent usage.

2. Categorize Tasks by Type

Tags can categorize tasks into types such as “Bug,” “Feature Request,” or “Content Update,” helping teams quickly identify the nature of the work.

Why It’s Important: Task type tags improve visibility and prioritization, especially when managing diverse projects.

Instructions:

  • Create a tag representing the type of task, e.g., “Design Review.”
  • Apply the tag to relevant tasks during creation or editing.
  • Use the filter option in the task list to view tasks by type.

Example Use Case: Quickly pull up all “Bugs” in a project for a dedicated debugging sprint.

Filter by tag name

Tip: Choose distinct name for different task types to improve visual recognition.

3. Indicate Stakeholder Involvement

Use tags to identify the stakeholder group responsible for or affected by a task, such as “Marketing Team,” “Client,” or “External Vendor.”

Why It’s Important: These tags clarify roles and responsibilities, ensuring that tasks reach the right people without miscommunication.

Instructions:

  • Add tags during task creation to indicate stakeholders.
  • Filter tasks by these tags to quickly check what’s pending from specific groups.

Example Use Case: Tag tasks as “Client Approval Needed” to identify actions requiring client input.

Tip: Combine stakeholder tags with workflow tags for greater clarity (e.g., “Client Review – Marketing Team”).

4. Highlight Special Flags

Use tags to flag tasks with unique needs, such as “High Complexity,” “Requires Approval,” or “Recurring Task.”

Why It’s Important: Special flags draw attention to critical or unique aspects of a task, ensuring they’re not overlooked.

Instructions:

  • Open a task and add a tag indicating the special flag.
  • Use the tag as a filter to monitor high-complexity tasks or pending approvals.

Example Use Case: Identify all tasks tagged as “Recurring Task” for regular follow-ups.

Tip: Avoid overusing special flags to maintain their effectiveness.

5. Focus on Specific Project Components

Tags can specify which part of a project a task belongs to, such as “Landing Page,” “Checkout Flow,” or “SEO Audit.”

Why It’s Important: Component tags provide better organization in projects with multiple interconnected tasks.

Instructions:

  • Define tags for each project component during the planning phase.
  • Apply the relevant component tag to each task as you create or assign it.

Example Use Case: Filter tasks tagged as “SEO Audit” to focus solely on SEO-related actions.

Tip: Use consistent naming conventions for project component tags to avoid confusion.

6. Leverage Tags for Automation and Filters

Tags can trigger automation rules or help filter tasks for specific actions, such as escalating issues or notifying team members.

Why It’s Important: Automation and filters streamline repetitive workflows and improve responsiveness.

Instructions:

  • Create a workflow in Atarim’s automation settings that triggers actions based on specific tags (e.g., notify stakeholders when “Urgent Escalation” is tagged).
  • Use the filter from the top bar in the Inbox or Board to quickly identify tasks with automation-triggering tags.

Example Use Case: Use the tag “Escalate Now” to trigger an automated notification to the project manager.

Setting workflow for add tag action
Filter by tag name

Tip: Test your automation rules thoroughly before rolling them out.

7. Align Tags with Strategic Goals

Use tags to highlight tasks related to strategic goals, such as “Phase 1 Deliverable” or “Optional Feature.”

Why It’s Important: Strategic tags help teams focus on long-term objectives while managing daily tasks.

Instructions:

  • Define strategic goal tags during project planning.
  • Add these tags to relevant tasks to track milestones.

Example Use Case: Use the tag “Phase 1 Deliverable” to monitor all tasks critical to completing Phase 1.

Tip: Review strategic tags during project planning meetings to align priorities.

FAQs

Can I apply multiple tags to a single task?

Yes, Atarim allows you to apply multiple tags to a task for added clarity and categorization.

Are tags visible to all team members?

Yes, tags are visible to all team members assigned to the project, ensuring consistent understanding across the team.

Can I edit or delete tags once they are created?

Yes, you can edit or remove tags directly from the task or through the tag management settings in your workspace.

How do I filter tasks by tags?

Use the filter from the top bar on Inbox or Board page and select the tags you want to filter by. The list will display only tasks with those tags.

Can I create automation rules based on tags?

Absolutely! Tags can be used as triggers for workflows, such as sending notifications or changing task statuses automatically.

Tips & Tricks

    • Limit the Number of Tags: Avoid tag clutter by keeping the number of tags manageable and relevant.
    • Standardize Tag Usage: Create a shared list of commonly used tags to ensure consistency across the team.
    • Combine Filters: Use tags in combination with filters for status, priority, or urgency to create focused task views.
    • Regularly Audit Tags: Periodically review and clean up unused or duplicate tags to maintain an organized system.

Summary

Tags are an essential tool in Atarim for adding context, categorizing tasks, and enhancing collaboration. By using tags strategically, you can organize tasks more effectively, improve communication, and keep your projects on track.

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