Tags

Tags provide a flexible way to organise and group devices in OptimiDoc Server. Each tag has a name and a colour, making it easy to identify device groups at a glance. Tags can be used to organise devices by floor, building, department, vendor or any other criteria meaningful to your organisation, and they double as a convenient target when assigning quotas or performing bulk device operations.

How Tags Work

A tag is a lightweight label — just a name and a colour — that can be attached to any number of devices, and any device can carry several tags at once. Because the relationship is many-to-many, tags never move or modify the devices themselves; they simply describe them. This makes tags safe to create, rename, recolour and delete at any time without affecting device configuration.

Tags surface throughout the product wherever devices need to be grouped:

• As colour-coded badges in the Tags column of the devices table, so the fleet can be scanned visually.

• As a bulk target — the Set Tags action on the Devices page applies a set of tags to many devices in one operation.

• As a scope for quotas, where a single spending limit can be applied to every device carrying a given tag (see How to Create a Quota).

Accessing the Tags Page

1. Sign in to the OptimiDoc Server administration interface.

2. In the left sidebar, expand Devices and select Tags.

The page displays a searchable, paginated table of all defined tags with the following columns:

Creating a New Tag

1. Click the Add Tag button in the top-right corner.

2. Enter a Name for the tag (required, maximum 50 characters).

3. Adjust the Colour if you wish. Every new tag is pre-filled with a random colour drawn from a curated palette, so tags stay visually distinct without any effort; you can override it with the colour picker or by typing a hexadecimal code such as #3b82f6.

4. Click Create.

The new tag is immediately available for assignment to devices on the Devices page.

Editing a Tag

1. Locate the tag in the table.

2. Click the actions menu (three-dot button) on the right side of the row and select Edit.

3. Modify the Name or Colour as needed.

4. Click Save.

Changes to a tag's name or colour are reflected immediately on every device that has the tag assigned.

Deleting Tags

Deleting a Single Tag

1. Click the actions menu on the tag row and select Delete.

2. Confirm the deletion in the dialog.

Bulk Deleting Tags

1. Select multiple tags by ticking the checkboxes in the left column.

2. Use the delete action that appears in the page toolbar.

3. Confirm the deletion.

Deleting a tag automatically removes it from all devices that had it assigned. The devices themselves are not affected.

Assigning Tags to Devices

Tags can be assigned to a single device through its edit dialog, or to many devices at once:

1. Navigate to Devices > Devices.

2. To tag one device, open its actions menu, select Edit, switch to the Tags tab and click the colour-coded tag buttons to toggle assignment, then click Save.

3. To tag several devices, tick their checkboxes, open the bulk-actions menu in the toolbar and choose Set Tags. Note that a bulk Set Tags operation replaces the existing tags on the selected devices rather than adding to them.

A device can have multiple tags assigned simultaneously, and they appear as colour-coded badges in the Tags column of the devices table.

In Summary

Tags are the simplest way to impose structure on a device fleet. Create a handful of clearly named, distinctly coloured tags that mirror how your organisation thinks about its printers — by site, floor or team — then apply them in bulk from the Devices page. Once in place, the same tags can drive quota scoping and make large fleets far easier to read at a glance. Because tags are purely descriptive, you can reshape them freely as your estate changes.