Using tags

Tags add extra context to workspace items, letting you categorise them with any terms you choose. This makes it easy to filter your views and find items when searching. You can tag:

  • Activities
  • Participants
  • Budget items
  • Expenses
  • Reports
  • Groups
  • To-Dos
  • Folders
  • Documents
  • Milestones

Contents

Create and add tags to itemsRemove tags from itemsFinding items by tagTags in bulk editing and importsTags in Budget, Expenses, exports and AnalyticsIdeas: dimensions you can track with tagsDeleting a tag from the workspace

Create and add tags to items

  1. Open an item in the sidebar by clicking on it or on its Edit icon, then scroll down to Tags and click the +.

Using tags

  1. Pick an existing tag from the list, or type a new name and click Add "..." (or press Enter) to create it.

Using tags

Tip: As you type, matching existing tags appear in the list so you can reuse one instead of creating a duplicate.

  1. Click Save at the bottom of the sidebar.

Remove tags from items

  1. Open the item in the sidebar and scroll down to Tags.
  2. Click the x on the tag to remove it.
  3. Click Save.

💡 Note: You need at least Edit rights to the item's section to add or remove its tags.

Finding items by tag

Filtering a table

  1. Open the table view and, if needed, add the Tags column using Table Settings.
  2. Click the dropdown in the Tags column header and tick one or more tags; the table is filtered to items with any of those tags.

Using the Filter button

On Workplan, Participants, and the Budget and Expenses tables, you can also filter by tag across the whole view.

  1. Click Filter at the top right to open Filter options.
  2. Next to Tag, pick one or more tags, then click outside the dialog.
  3. Click Apply.

Tags in bulk editing and imports

Select several items in a table and open bulk editing to set tags on all of them at once. You can either add the tags you pick to each item's existing tags, or switch on Replace existing tags to overwrite them instead. See Mass update or delete items.

When importing activities, participants, budget items, or expenses, you can map a column to Tags. Separate multiple tags in that column with a comma. See Importing into EMDESK.

Tags in Budget, Expenses, exports and Analytics

Tags are especially useful for budget items and expenses, because they let you look at your costs from angles that the cost categories don't cover.

  • Filter: in Budget and Expenses, click the Tags filter above the table and pick one or more tags. The totals at the bottom of the table then show the sum for these tags only.
  • Column: add the Tags column with Table Settings to see the tags of each entry.
  • Export: export the filtered table to Excel (with the Tags column shown) and use a pivot table to sum costs per tag.

Using tags

In Analytics

Analytics has two tag filters, so you can pick different tags for the planned and the actual costs:

  • Tag (Budget) limits the budget figures to budget items with the selected tags.
  • Tag (Expenses) limits the expense figures to expenses with the selected tags.
  1. Open Analytics in the left menu and click Filter.

Using tags

  1. Pick one or more tags next to Tag (Budget) and/or Tag (Expenses), then click Apply.

Using tags

For example, select Year: 2026 under both filters to compare the 2026 budget with the 2026 expenses, or select Country: Italy only under Tag (Expenses) to see what was spent in Italy against the full budget.

Ideas: dimensions you can track with tags

Cost categories say what money was spent on (e.g. Personnel, Travel). Tags add further dimensions: where, when, for whom or with what status. Some examples:

Country or site Country: Italy, Pilot site: Lisbon — compare costs per country or demonstration site across partners.
Year or period Year: 2026, Year: 2027 — see the budget or expenses per calendar or financial year, e.g. for your own accounting.
Gender Gender: women, Gender: men — sum personnel effort and costs by gender, e.g. for the gender-disaggregated figures requested in Horizon Europe reporting or your Gender Equality Plan.
Forecast and status Forecast, Committed, Invoiced — mark budget items that are only forecasts or expenses that are not yet paid.
Funding source or schedule In-kind, Co-funding: Region, Amendment 2 — separate co-funded or changed parts of the plan.
Activities and participants Dissemination, Ethics, Affiliated entity, Associated partner — group items across work packages or partner levels.

Tips for good tags:

  • Agree on a short list of tags with your team before you start, and add it to your project handbook.
  • Use the pattern Dimension: value (e.g. Year: 2026), so that tags of one dimension appear next to each other in the list.
  • Give each item only one tag per dimension, otherwise sums per tag count it twice.
  • Use tags for cross-cutting views only. If something must appear in your official cost statement, use cost categories, activities and participants instead.
  • Review the tag list in Settings › Customisation now and then, and rename or delete duplicates.

Deleting a tag from the workspace

Open Settings › Customisation and scroll down to Tags. All tags used in the workspace are listed.

Using tags

  • Click a tag to rename it, then click Save Tag. The new name applies everywhere the tag is used.
  • Click the x on a tag and confirm with Delete to remove it permanently from all items it's attached to.
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