Managing Tags

Tag management in CheckFlow allows you to keep your tag list clean and up to date as your team's needs evolve. You can rename a tag to reflect a new naming convention, or delete a tag that is no longer needed.

Administrators Only

Renaming and deleting tags requires the Administrator role. Standard team members can view and apply tags but cannot rename or delete them.

Renaming a Tag

Renaming a tag updates the tag name everywhere it is applied — across all checklists, tasks and library items — in a single action. There is no need to update each item individually.

To rename a tag:

  1. Click the tag you want to rename in the Tags Menu to open its Tag Page.
  2. Click the Edit Name button below the tag name at the top of the page.
  3. The Edit Tag Name dialog will appear, showing the current tag name in the text field.
  4. Clear the existing name and type the new name.
  5. Click the Save button.

CheckFlow will update the tag name across all items immediately and reload the Tag Page with the new name.

Choose a Good Name

Tag names should be concise and consistent. If your team uses tags for multiple purposes, consider using a prefix to group them — for example, Project: Alpha, Project: Beta — so they remain easy to find in the Tags Menu.

Deleting a Tag

Deleting a tag permanently removes it from CheckFlow and from all items it has been applied to. This action cannot be undone.

To delete a tag:

  1. Click the tag you want to delete in the Tags Menu to open its Tag Page.
  2. Click the Delete Tag button below the tag name at the top of the page.
  3. A confirmation dialog will appear, asking you to confirm the deletion. The dialog shows the tag name so you can verify you are deleting the correct one.
  4. Click Delete Tag to confirm.

CheckFlow will remove the tag from all associated checklists, tasks and library items and then redirect you back to the main reports page.

Deletion is Permanent

Deleting a tag cannot be undone. The tag will be removed from all items it was applied to. The items themselves (checklists, tasks, library items) are not deleted — only the tag association is removed.

What Happens to Existing Items When a Tag Is Deleted

When a tag is deleted:

  • It is removed from all checklists that carried the tag.
  • It is removed from all tasks that carried the tag.
  • It is removed from all library items that carried the tag.
  • It is removed from the Tags Menu immediately.
  • Any checklist or task that had only that tag will no longer appear under any tag.

The checklists, tasks and library items themselves remain fully intact. Only the tag association is removed.

What Happens to Templates When a Tag Is Deleted

If a deleted tag was configured on a template (either as a template tag or a template task tag), it is also removed from the template. Future checklists created from that template will not receive the deleted tag.

Existing checklists that were already created from that template and inherited the tag will also have the tag removed.

Keeping Your Tag List Tidy

Over time, tags can accumulate — especially if multiple team members are creating them. Here are some tips for keeping your tag list manageable:

  • Agree on a naming convention — Before creating new tags, check whether a similar tag already exists. Use autocomplete when adding tags to search the existing list.
  • Use prefixes for categorisation — For example, Client:, Project:, Region: or Dept: as a prefix makes tags easier to scan in the Tags Menu.
  • Review periodically — As projects end and priorities change, delete tags that are no longer relevant to keep the Tags Menu clean and useful.
  • Rename instead of delete and recreate — If a tag name is slightly wrong or a project is renamed, use Edit Name rather than deleting and creating a new one. Renaming preserves all existing associations.