Tags

A tag is a permission with a name and two colours. Put it on a document so Centrus knows that knowledge exists under that name. Put the same tag on a person so they can ask about it. If they do not hold the tag, that document is not in their list on Train, and they cannot start a chat that searches it.

A document can hold up to three tags: Primary, then Second, then Third. A person can hold many. A chat can use up to two of the tags on that person. Admins see every document. Everyone else sees documents that carry a tag they hold, plus documents with no tag that they uploaded or synced themselves.

Folders on Train are only for finding files. Putting a file in a folder does not give anyone access to it. See Upload files.

This page is the admin side of tags: creating them, grouping them, and deciding who holds them. Choosing tags when you start a chat is already covered in Choose what a chat can see. That part is summarised once, further down, and not repeated.

Tags are not a tab on Train. Open Settings from the menu on the left, then Tags. You need to be an admin, or to have Train access. An admin can give Train access from Edit users and roles. The guide sits under Train in the help centre because tags decide who can ask about what Train holds.

The heading is Tag Management. Create New Tag sits on the right. The table has six columns: Tag, Type, Users, Documents, Threads and Actions.

• Standard is one label, on documents and on people. Most tags stay Standard.
• A Parent shows as Parent, then the child count, in purple. Hover it and a box titled Children lists those tags. If it has none, the box says No children assigned.
• A Child shows a blue Child badge, then of, then the Parent's name, such as of HVAC.
• Users counts the people who hold the tag, including people who have it because they are on a team.
• Documents counts files that carry the tag in any of the three slots. A Parent cannot hold files itself, so its number is the combined files of its children. A file tagged with two of those children is counted once.
• Threads counts chats that are not archived and use the tag as the first or second tag. A Parent's thread count is chats that use the Parent, not chats that use its children.

If you are not an admin, the table only lists tags you hold. Admins see every tag in the organisation.

1. 1Open Settings, then Tags, then Create New Tag.
2. 2Type a Tag Name. The box reads Enter tag name. The name has to be unique in the organisation, ignoring capitals, so engineers and Engineers are the same name.
3. 3Leave Tag Type on Standard unless you are grouping tags. Parent and Child are covered in the next section.
4. 4Set Background color and Text color. A new tag starts as blue on white, #1677ff and #ffffff. The Preview pill appears once a name is typed.
5. 5Click Create Tag. You are given the new tag straight away, so it is on your own user as well as in the table.

The colour boxes offer three preset groups: Light Tags, Dark Tags and Text Colors. Choosing a preset background also sets the text colour that belongs with it, so the pill stays readable. If you set both boxes to the same colour, the background box says Same as text and the text box says Same as background.

If the name is already in use, saving shows Tag with this name already exists. The form also marks an empty name with Tag name is required, and it marks matching colours as above. Create Tag and Update Tag do not run those checks. An empty name can be saved. Matching colours can be saved. A Child tag with no parent is still refused, and the message is A child tag must have a parent tag selected.

Admins also see an Assignments tab on Create New Tag. Assign Documents, Assign Users and Assign Teams on that tab do nothing until the tag has been saved. Create the tag first, then open it again with the pencil.

Most tags stay Standard: one name on documents and on people. Parent and Child add a single extra level when one area of work splits into several. The note under Tag Type reads: Parent tags group several Child tags together so the AI can search across all of them at once. Parent tags cannot hold documents themselves.

• There are only two levels. A Parent cannot sit under another Parent, and a tag cannot be its own parent.
• Child tags hold the documents. On Train, treat a Child like a Standard tag.
• A Parent groups those children. It cannot hold documents, and it never appears in a document's tag list.
• Someone who holds the Parent can ask across all of its current children. In that chat, Centrus can search several of those children at once.
• Someone who holds only the Parent does not see those files in their Train list. The files carry the Child tags, not the Parent. Give them the Child tags as well if they should see the files on Train.

To create the group from the Parent, set Tag Type to Parent. Child Tags appears, with the placeholder Select tags to group under this parent. The list is every Standard or Child tag. Pick the ones that belong underneath, then Create Tag.

You can also start from the Child. Set Tag Type to Child, then choose Parent Tag. The placeholder is Select the parent tag, and the list is only tags that are already Parents. If you leave it empty, the field says A parent tag must be selected.

On the table, hover a Parent to see its children. A Child row reads Child, then of, then the Parent's name. The Parent's Documents count is the files on those children, with a file that carries two of them counted once. Its Threads count is only chats that use the Parent itself.

• Taking a tag out of a Parent's Child Tags list turns it back into a Standard tag.
• Deleting a Parent does the same to its children: they become Standard tags, and they keep their documents.
• Turning a tag that already has documents into a Parent is refused. The message names the count and tells you to remove those documents first, for example: This tag has 2 documents assigned, remove them before making it a Parent tag.
• Do not change a Parent to Standard or Child while it still has children. The children stay marked as children of a tag that is no longer a Parent, and they disappear from the chat picker. Take them out of Child Tags first, which turns them back into Standard tags.

If saving a Parent's children fails, the window still closes as though the change was kept. Open the tag again and check Child Tags before you rely on the group.

Tag Context is a note to Centrus, not a permission. It does not change who can see a document. When someone chats with that tag, Centrus is given the note so the answers stay on brief: how to talk about price, which document to prefer, what not to invent. It works on Standard, Parent and Child tags.

The note under the field reads: These instructions will be passed to the AI in any chats with this tag. This helps ensure more accurate and relevant answers. The box is optional. The placeholder is Enter specific context for this tag (optional). The limit is 1,000 characters, and the counter sits on the box.

The same tab has two switches for searching the public web. Leave both off unless that tag genuinely needs live public information.

• Always Enable Web Search, when it is on, turns web search on for every message in a chat with this tag. People do not need to press the globe. The card says real-time web information will always be available.
• Intelligent web search, when it is on, adds web search only if the message asks to search the web or look online. Organisation documents are still used first. On web chat the globe stays a manual override. WhatsApp has no globe, so this switch is how those chats get web search when someone asks for it.
• If both are on, Always Enable Web Search wins, and every message searches the web.

On Train, then Files, each row starts with Primary tag. Second tag appears once a Primary tag is set, or if a second tag is already stored. Third tag appears once a second tag is set. Click the pill to change it. The tooltip is Replace Tag. The cross removes it, and the tooltip is Remove tag. Parent tags are not in these lists.

A text or audio document uses the same three slots: Primary tag, Second tag, then Third tag. On the Websites tab you can apply a tag to the included links. That screen is covered in Train from a website.

To tag several files at once, tick the rows, open Actions, then Apply Tag. Parent tags are left out of that list. Create new tag at the bottom makes a Standard tag, asks for a name in Enter tag name, and puts it on the files you ticked. You are given that tag as well.

Each tag after the first stores the file again. A 10 MB file with no tag uses 10 MB. Adding the first tag does not add to storage. A second tag makes it 20 MB, and a third makes it 30 MB. If the extra copy would land on the storage limit or go past it, the tag is not added, and Train shows Adding tags would exceed your storage limit.

A OneDrive sync and a SharePoint sync can each set a Default tag for files they bring in. Google Drive, Dropbox and a website do not have that control, so those files arrive with no tag until you tag them here.

Giving a tag to a person is done on Edit users, which only admins can open. See Edit users and roles. Open the person, and the lower part of Edit employee is where their tags live.

• Add Tag adds one tag.
• Add Multiple Tags lets you tick several.
• Add All Tags adds every tag in the organisation. On this screen that is the full list, because only an admin can open Edit users.
• Default tag is the one selected when they start a chat. The list only contains tags already on them. If you remove the tag that was the default, saving clears the default. A Child tag is not pre-selected in chat, because Child tags are hidden in that picker.

The cross takes a tag off the list. It is written when you save the employee. Saving replaces that person's tags with whatever is still on the form, and it does not record which of them came from a team. It does not take them off the team. A tag they held only because of the team is not put back on its own while they stay on the team.

A tag on a team is given to every leader and every member. Settings, then Teams, is admins only. Open the team. Team Tags is on the edit window, not on Create New Team, so save the team first, then add the tags. See Teams.

On the tag's Assignments tab, a person who has the tag because of the team shows a green badge, Team: then the team name. A tag given on Edit users, or with Assign Users, shows a blue Direct badge.

• When someone leaves the team, a tag they held only because of that team is taken off them. A tag they hold directly stays. If an admin has since saved that person on Edit users, the team link is no longer stored, and leaving the team does not take the tag off.
• When you remove the tag from the team, it is taken off the people who had it only because of that team. A direct tag stays.
• Someone who joins the team later is given the team's tags. If they already hold one of those tags directly, they keep the Direct badge, and a second copy is not added.
• If their only record of the tag is the team one, assigning them the same tag on Assign Users does not turn the badge into Direct. The team record is the one that gets removed when they leave.

Admins can work from the tag as well as from the person or the team. The pencil on a row is Tag Settings. Assignments is the second tab, and only admins see it. People with Train access who are not admins edit the tag on the Settings tab only.

• Documents lists files that carry this tag, with the type and the size, and Remove on each row. The empty line is No documents assigned. A Parent does not show this block, because a Parent cannot hold documents. Put the files on the Child instead.
• Users lists people, with Direct or Team: and the team name, and their email address. Remove is on each row. The empty line is No users assigned.
• Teams lists each team with its member count. View Members lists them as Leader or Member, and switches to Collapse. Remove takes the tag off that team. The empty line is No teams assigned.

Assign Documents opens a second window. The line above the table reads Select documents to assign to tag, followed by the pill. The columns are Name and Current Tag. A file with no tag says Unassigned. Cancel closes the window. Apply Changes writes the ticks.

Read the ticks before you apply them. Ticking a file puts this tag in its Primary slot and replaces the Primary tag it already had. The Second and Third tags are left as they are. The row is only pre-ticked when this tag is already the Primary tag, so a file that has it as Second or Third looks unticked. Unticking a file and clicking Apply Changes does not take the tag off.

Remove on the Documents list always clears the Primary slot. If this tag is the file's Second or Third tag, Remove takes off a different tag and leaves this one in place. To take a tag off a known slot, use the cross on the file's row in Train.

Remove on a person takes the tag off them, including when the badge says Team:. It is not given back while they stay on the team. To give a team tag back, remove the tag from the team and add it again, or take the person off the team and add them again.

On the main Files list, admins see every document, and so does the organisation owner. Everyone else sees two kinds of file: a file that carries any tag they hold, in the Primary, Second or Third slot, and a file with no tags at all that they uploaded or synced themselves. A file someone else uploaded with no tag is hidden from them.

Holding a Parent does not put its children's files on that person's Files list. Dylan holds HVAC. Call-out rates 2026.xlsx is tagged Call-out, and Riverside House O&M manual.pdf is tagged Planned maintenance. Those files stay hidden from him on Train unless he also holds Call-out or Planned maintenance. In a chat where he chooses HVAC, Centrus can still search both children. Sarah holds Engineers, so she sees Gas Safe procedures.pdf, and she sees an untagged file she uploaded herself. She does not see the call-out rates.

Opening a folder does not follow that rule. The folder lists the files inside it, including files the main list would hide. Do not use a folder as a way to limit who can see a file. The tags do that, on the main list.

Start new chat asks you to Select tags (max 2). The list is the tags on you. Child tags are left out. A Parent shows a folder mark and how many sub-tags it has, and choosing it searches those children. You can still only pick two tags. Swap tags on an existing chat uses the same list. If Default tag is set, and it is not a Child tag, it is already selected when the window opens.

If you have no tags, an admin is told to apply tags on Edit users. Anyone else is told to ask an admin. The rest of the chat side, including what a chat can search, is in Choose what a chat can see.

The same tags turn up in a handful of other places. Each one uses the tags you have already created. None of them creates a separate permission.

• A skill can Apply to a tag, so Centrus uses it for everyone who holds that tag.
• A lesson can Apply to a tag, so it is followed in chats that have that tag.
• In Agent Builder, an AI step has Knowledge tags, with the placeholder Select tags to equip. Admins see every tag. Everyone else sees the tags they hold.
• Reports: Export Chats can be limited to particular tags, and Contradicting Info runs across one or two tags.
• Sharing a chat only offers people who hold every tag on that chat. A chat tagged Engineers and Office can only go to someone who has both.
• WhatsApp and the Microsoft Teams chatbot each ask you to choose a tag before the conversation starts. A Parent is offered. A Child on its own is not.

The pencil opens Edit Tag Settings. You can change the name, the type, the colours, Tag Context and the two web search switches. Update Tag saves them. Cancel drops the edits. The name still has to be unique in the organisation, ignoring capitals.

The bin opens Delete Tag. The window says: This will remove this tag from any documents it's applied to and any members it's assigned to. The documents and users will not be deleted. Then: Do you want to proceed? Cancel leaves the tag. Delete confirms.

What happens is narrower than the window says. The tag is marked deleted, so it leaves the Tags page and it leaves the list of tags a person can pick when they start a chat. If it was a Parent, its children become Standard tags. The tag is not cleared from documents, and it is not cleared from people's records. A file can still show the tag's name and colours. People who held it can still see those files on the main Files list, because their record of the tag is still there. They cannot start a new chat with it.

These are the messages the Tags page and the tag windows show when something is refused or skipped. The chat picker has its own messages, in Choose what a chat can see.

Opening the Tags page needs Train access, which admins always have. What someone can change once they are there depends on whether they are an admin.

People without Train access cannot open the Tags page. Centrus still uses the tags on them when they chat, on WhatsApp and in Microsoft Teams. To change who has Train access, see Edit users and roles.