Document Tagging

Overview

As a proposal manager or business development professional, keeping track of all your proposal and contract documents can be a daunting task. With so much to manage, it's easy for files to get lost in the mix. Luckily, file tagging in the GovDash Data Library offers a simple yet powerful way to keep your documents organized, searchable, and easily accessible.

Purpose of Tagging

Tags act like smart labels that help categorize and filter documents in the Data Library. Whether you need to organize capability statements, proposal templates, or resumes, tags make it easy to find what you need in seconds instead of minutes.

• A Single Source of Truth: The Data Library keeps everything in one place: key personnel bios, past performance write-ups, compliance certifications, and more.

• Faster File Retrieval: Instead of aimlessly searching, just filter by tags and find the exact document you need.

• Seamless Team Collaboration: With a structured tagging system, everyone on your team can locate important files quickly, reducing miscommunication and wasted time.

Creating Tags

To create tags for your documents, click the Tags drop down on the Documents page of your Data Library, click Edit Tags, and then click Create New Tag.

You can also create new tags by clicking + Add Tags in the Tags column of your document list and then clicking Edit Tags.

In the Add New Tag window, leave Parent Tag empty to create a top level tag, or pick a parent to create a sub tag under it. Enter a Name, click the Color dot to pick a color, and click Save.

Creating Tags with Dash

You can also ask Dash to create or edit tags for you. Describe the tag you want in the chat box, for example:

• "Create a document tag called Past Performance in blue."

• "Add a sub-tag named CPARS under the Performance Metrics tag."

• "Set up a Contract Type parent tag with Prime Contract, Subcontract, and Task Order as sub-tags."

Dash checks your existing tags first so it does not create duplicates, then creates the tag with the name, color, and parent you asked for. Sub-tags can be nested up to five levels deep, just like tags created from the Edit Tags menu. While it works, Dash shows a Creating document tag step in the chat, followed by Created document tag when it is done.

The new tag is available right away. Open the Tags drop down under the Documents tab and you will see it in your list, ready to assign to documents.

Editing Tags

To edit a tag, open Edit Tags. Click the pencil icon next to a tag to rename it, or click its color dot to pick a new color. Use Search tags or Expand all to find sub tags. You can also ask Dash to edit your existing tags.

Deleting Tags

To delete tags, open Edit Tags, select the checkbox next to each tag you want to delete, and click Delete (the button shows how many tags you selected, for example Delete 1 tag). Then confirm. Deleting a tag removes it from all documents, and any sub tags under it are deleted too.

Assigning Tags

To tag one document, click + Add Tags in its Tags column and select the tags you want. To tag several documents at once, select their checkboxes in the document list, click the Add tags icon in the action bar, and choose your tags. The Remove all tags icon next to it removes every tag from the selected documents.

Tagging Best Practices

To keep things neat and searchable, follow these tips:

1. Use Consistent Naming Conventions

• Define key attributes like service line, document type, or project category.

• Standardize capitalization and formatting (e.g., "Cybersecurity" vs. "cyber security").

2. Leverage Parent-Child Tagging

• Think broad parent tags (like “Proposal Documents”).

• Use specific sub-tags (such as “Management Approach” or “Quality Assurance Plan”) for better organization.

3. Keep Tags Descriptive but Concise

• Avoid creating duplicate or redundant tags.

Tagging Examples for Your GovDash Data Library

Tagging Hierarchy Examples for Your Contract Documents

• Contracts (Parent)

  • Period of Performance (PoP)

  • Place of Performance

  • Obligated Amount

  • Total Value to Date

  • CLINS

  • Contract Type

    • Prime Contract

    • Subcontract

    • IDIQ

    • BPA

    • Task Order

    • Delivery Order

  • Contract Status

    • Active

    • Expired

    • Pending Award

    • Closed Out

    • Terminated

  • Contract Value

    • <$1M

    • $1M to $5M

    • $5M to $10M

    • $10M+
      

• Performance Work Statement (PWS) (Parent)
  

• Statement of Work (SOW) (Parent)
  

• Rough Order of Magnitude (Parent)
  

• Status Report (Parent)
  

• Deliverables (Parent)

  • CDRL

  • GFE List
    

• Performance Metrics (Parent)

  • CPARS

  • Milestones

  • KPI Dashboard

  • EVM Report

  • Subcontractor Report

  • Schedule Variance

  • Past Performance Writeup
    

• NAICS Code  (Parent)

  • 541512

  • 541611

  • 541330

  • 518210

  • (Add others as needed)

With GovDash’s flexible tagging system, you take control of your document organization. Spend less time searching and more time winning contracts.