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Manage your Media Library with Tags (beta)

Tags help you organize, find, and reuse assets in your Media Library. Whether you're managing content across regions, campaigns, or compliance requirements, tagging gives you a structured and scalable way to stay in control.

In this article

 

Why use tags to manage assets?

Tagging brings structure to your Media Library, making it easier to manage large volumes of content without relying on folders alone.

With tagging, you can:

  • Quickly find the right assets using filters instead of manual searching
  • Reduce duplication by reusing existing assets
  • Maintain governance across regions, brands, or campaigns
  • Ensure teams use approved and relevant content

For example, a global marketing team can tag assets by region, campaign, and lifecycle stage. This allows users to filter and find only the assets that are relevant to their market or use case.

📹 In the video below, we show you how to set up your tags, tag files in your Media Library, and filter using tags to find your files.

Managing tags

Tag management is handled centrally by Admins and Designers in the Brand Console > Tag Management.

How tags are organized

Tags are structured into tag groups, which act as categories for your tags.

  • A tag is a label applied to an asset (for example: “EMEA” or “Q1 Campaign”)
  • A tag group is a collection of related tags (for example: Region or Campaign)

There are two types of tags and tag groups:

  • System tags and tag groups are predefined by Foleon and available by default. They are designed to help you get started quickly with a ready-made structure. While they cannot be edited or deleted, they can be deactivated and hidden if they are not relevant to your workflow.
  • Custom tags and tag groups are created and managed by you in the Brand Console to reflect your organization's structure. These can be tailored to match your campaigns, regions, or brands, and can be updated as your needs evolve.

All tag groups and tags are created and managed in the Brand Console and are available to users in all workspaces.

Example tag structure:
Here's an example of how you might structure tag groups and tags in your account:

Tag group Example tags
Campaign Summer Launch, Product Update, Webinar, Event
Brand Brand A, Brand B, Brand C
Language English, Dutch, German, Spanish
Use Case Demand Marketing, Buyer Enablement, Employee Comms

Create a tag group

Admins and Designers can create tag groups to define how assets should be categorized.

💡 Only Admins and Designers with access to the Brand Console can create tag groups

  1. Navigate to the Brand Console and open Tag Management > Tag Groups.
  2. Click Create tag group.
    Create tag group - tagging
  3. Enter a name for your tag group. Choose a clear and recognizable name that reflects how you want to organize your assets (for example: Campaign or Brand).
  4. Review or edit the alias. The alias is a unique identifier for the tag group. It is automatically generated based on the name, but you can adjust it if needed. Each alias must be unique.
  5. (Optional) Add a description. Describe the purpose of the tag group and help others understand how it should be used.
  6. Choose which asset types this tag group applies to. This ensures the tag group is only used where relevant (for example: only for documents, not images)
  7. Click Create to save your tag group.
    Save tag group

Once created, the tag group will be available for creating tags.

Create a tag

Tags let you label assets for easier searching and filtering. Each tag belongs to a tag group, which keeps related tags organized and maintains a clear, structured taxonomy.

💡 Only Admins and Designers with access to the Brand Console can create tag groups

  1. Navigate to the Brand Console and open Tag Management > Tags.
  2. Click Create tag.
    Create new tag - tagging
  3. Select a tag group from the dropdown. This keeps related tags organized and ensures a consistent structure.
  4. Enter a tag name. Give your tag a clear and recognizable name (for example: “Product Launch” or “Customer Story”)
  5. Review or edit the alias. The alias is a unique identifier for the tag. It is automatically generated based on the tag name, but you can adjust it if needed. Each alias must be unique.
  6. Click Save to save your tag.
    Save new tag

Once created, the tag will be available for users to apply to assets and use in filters.

💡 Use consistent naming conventions for tags (for example: always singular or always title case) to keep your Media Library easy to scan and use.


Deactivate or delete tag groups

If a tag group is not relevant or you do not want it shown to users, you can deactivate it to hide the tag group and corresponding tags from users.

To deactivate or delete a tag group:

  1. Navigate to the Brand Console and open Tag Management > Tag Groups
  2. Find your tag group in the list and select one of the options under Actions:
    1. Deactivate (toggle): After a tag group has been deactivated, the tag group will no longer be available for filtering and tagging assets. The tags within this tag group will not be removed from the assets they've been assigned to.
    2. Delete (trash icon): This action permanently deletes the tag group and all tags within this group.
  3. Click Confirm to deactivate or delete the tag group

💡 Before you can delete a tag or tag group, you must first remove it from all assigned assets.

⚠️ Deleting a tag group will delete the tag group and all tags within the group. This is a permanent action that cannot be undone. 

Deactivate or delete

To reactivate a tag group:

  1. Navigate to the Brand Console and open Tag Management > Tag Groups

  2. Click Add filter and select the option Status

  3. Filter on Inactive

  4. Find your tag group from the list and select Activate tag group from the Actions.
  5. Click Confirm

Reactivate tag group

Using tags

Once tags are set up, you can use them to organize and quickly find assets in your Media Library.

Assign tags to assets

Once tags are created, anyone with access to the Media Library can apply them to assets.

When you upload a new file to the Media Library, a panel appears where you can add tags to your asset.

Add tags to your assets - upload

⚠️ We recommend adding tags right away to keep your assets organized, but this step is optional. To close the panel, click outside of it or use the dismiss button.

💡 Tags are organized by tag group. You can also type in the field to quickly find a specific tag.

To tag existing or multiple assets:
  1. Navigate to the Media Library. You can access this from the dashboard or from the menu in the editor.
  2. Select the asset(s) you want to tag. You can select multiple at a time.
  3. Select the action Add tags.
    Add tags to your assets - existing
  4. Select one or more tags from the dropdown.
  5. Remove a tag if needed.
    Click the ×  button next to a tag to remove it.
  6. Click Save to apply your changes.

💡 Use a combination of tags (for example: campaign + language + use case) to make your assets easier to find across different teams and workflows.

Filter assets using tags

Use tags in the Filter panel to quickly find the assets you need.

  1. Navigate to the Media Library.
  2. Click Filters to open the Filter panel.
    Filter button in media library
  3. (Optional) Show only untagged assets.
    Use the toggle at the top of the panel to display only assets without tags.
  4. Select your filters.
    By default, you can always filter by Asset type (images, documents, videos, or folders).
    Additional filters are organized by tag group and reflect the tags set up in Tag Management.
  5. Search for specific tags if needed.
    Use the search bar to find and select relevant tags in each tag group.
  6. Select one or more tags.
    You can combine multiple tags across different tag groups to refine your results.
  7. Click Show results to apply your filters.
    Filter media library with tags


FAQs

What is a tag?
A tag is a label applied to an asset to improve search and filtering in the Media Library.

What is a tag group?
A tag group is a collection of related tags (for example: Campaign or Region). Tag groups help structure your tags and keep your asset library organized as it grows.

What’s the difference between system and custom tags?
System tags and tag groups are predefined by Foleon and available by default. They help you get started quickly with a ready-made structure.

  • Custom tags and tag groups are created and managed by Admins to reflect your organization’s structure, such as campaigns, brands, or workflows.

  • System tags are predefined by Foleon and cannot be edited or deleted, but they can be hidden if they are not relevant.

Who can create or manage tags and tag groups?
Only Admins and Designers with access to the Brand Console can create and manage tags and tag groups.

Who can apply tags to assets?
Anyone with access to the Media Library can apply existing tags to assets.

Where do the filters in the Filter panel come from?
All filters in the Media Library are based on:

  • Tag groups and tags created in Tag Management
  • System tag groups provided by Foleon
  • File attributes such as asset type

Can I filter assets using multiple criteria?
Yes. You can combine filters across tags, tag groups, folders, and asset types to quickly narrow down results.

Are tags mandatory?
No. Tags are optional.

Can I control who sees specific tags or assets?
No. Tagging follows workspace-level permissions. There are no tag-level or asset-level permissions.