# Tips for Tags
## Introduction
Tags provide a flexible way to organise records when existing fields don’t capture what you need. They’re especially useful for ad-hoc or temporary categorisation. However, keep in mind that while you can filter and search on Tags, they can’t be reported on, which is a limitation.
In this Playbook, we’ll look at ways to keep your Tags in order and make them work for your team, and some ideas on how to customise available menus and sub-registers to create a more sustainable solution to Tags.
## Creating and using Tags
Tags are highly useful because any user can create or delete them, allowing for quick organisation. However, this flexibility can make tags unmanageable if not carefully maintained. In Crisisworks, tags are unique to each register and sub-register, which can lead to an accumulation of misspelt, vague, or outdated tags. Here are some tips to help prevent this:
* **Set naming conventions:** Work with your Team to establish and communicate clear naming conventions for Tags.
* **Create a reference guide:** record your most useful tags and their meanings in an Information entry, then promote this entry to the Dashboard for easy access.
* **Use descriptive Tags:** choose Tags that clearly convey their purpose. For example, instead of a vague tag like Flood, use more specific tags such as Flood Level 1 or Flood Level 2. Similarly, avoid generic tags like animals and use more descriptive tags like animals at ERC.
### Examples of Tags uses
* **LIBRARY -** Tag documents, guidelines, templates etc with the role name that would use them, such as EMLO, ERC, MRM or MECC. This allows the same document to be tagged for use by multiple groups. For example, ERC Operating Guidelines could be tagged both ERC and MRM.
* **CALLBACKS -** when you’re working through a list of cases to call back, add a Tag like Lisa to call to easily locate them. Remember to remove the Tag once the task is completed. See [Alternatives to Tags](#_ghec4tsjsa2k) for more ideas on handling follow up tasks.
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**Share your ideas!** If you have effective ways of using tags, share them by adding a comment here, and we’ll add it to the Playbook.
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### Bulk add and remove Tags
To clean up tags effectively, you can use the bulk edit function. This is a quick way to remove outdated or misspelled tags and add new or replacement tags as needed.
## Alternatives to Tags
While tags offer a quick and flexible way to manage data, especially in emergency situations. However, for more structured and sustainable management with added features like reporting, assignments, and timelines, consider these alternatives:
### Classifications
> #### **Classifications offer a more organised approach to tags, allowing you to apply predefined terms to data in the Contacts and Recovery Cases registers.**
#### Classifications are created and managed through **Lookups** (Administration>Settings>Lookups).
* Classification Categories are **‘Recovery: Case Classification** and **Contacts: Classifications**.
* Creating and assigning Classifications is limited to the Position of MRM in the case of Recovery Case Classifications) and MEMO in the case of Contact Classifications.
### Utilise Needs and Tasks
Consider creating a Need & Task for a Recovery Case rather than using tags. Needs & Tasks can be assigned to a Position, can be given a due date, and can capture more information on the topic. New Need & Task Categories can be created through Lookups (Administration>Settings>Lookups) using the Recovery:Immediate Needs category.
### Useful links
* [More on Contacts & Expertise](https://docs.cw.crisisworks.com/modules/operations/contacts/expertise)
* [More on Recovery Cases](https://docs.cw.crisisworks.com/modules/recovery)
* [More on Modifying Lookups](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/lookups)
