> For the complete documentation index, see [llms.txt](https://docs.artific.nl/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.artific.nl/en/for-administrators/knowledge-base/labels.md).

# Labels

Coloured tags you attach to individual documents. Found under **Knowledge base → Labels**.

## What they are for

Collections group documents in one dimension. Labels add a second, crossing dimension.

A collection answers *"where does this document live?"*. A label answers *"what kind of document is this?"*, for example `public`, `internal`, `2026`, `archived`, `needs-review`.

Labels do three things:

1. **Filter** the document list, so you can find things in a large collection.
2. **Bulk-manage**: select everything with a label and act on it at once.
3. **Scope a search tool.** A search tool's content filters can match on labels, so a label can decide what a given assistant is able to find.

The third is the powerful one. Label your documents `public` and `internal`, and you can build one search tool for a customer-facing assistant that only ever sees the public material, from the same collection.

## Creating a label

Choose **New label**.

| Field           | What it is                                                                                                          |
| --------------- | ------------------------------------------------------------------------------------------------------------------- |
| **Name**        | The display name, shown on chips throughout the knowledge base.                                                     |
| **Identifier**  | A short machine-readable version, filled in automatically from the name. This is what search tool filters match on. |
| **Description** | What this label means and when to use it. Worth writing. Labels drift without one.                                  |
| **Color**       | One of ten colours, so labels are recognisable at a glance.                                                         |

{% hint style="warning" %}
The identifier cannot be changed after the label is created. The name can. If you plan to use a label in search tool filters, get the identifier right first time.
{% endhint %}

## Applying labels

Labels are applied to documents, not from this screen:

* **One document**: open its detail panel and use **Add label**.
* **Many documents**: select them in a collection and use **Bulk actions → Label**, which offers **Add labels** and **Remove labels**.

## Managing labels

The list shows each label with its colour and how many documents use it. Select one to edit its name, colour and description, or to delete it.

Deleting a label removes it from every document that had it.

{% hint style="danger" %}
Before deleting a label, check whether any search tool filters on it. Removing the label silently changes what those tools can find, and nothing warns you.
{% endhint %}

## A workable scheme

Keep it small. Five to ten labels that everyone applies consistently beat forty that nobody maintains.

| Purpose     | Example labels                       |
| ----------- | ------------------------------------ |
| Sensitivity | `public`, `internal`, `confidential` |
| Lifecycle   | `current`, `archived`, `draft`       |
| Audience    | `customers`, `staff`, `partners`     |

Sensitivity is the one that pays for itself immediately, because it lets one collection safely serve both an internal and an external assistant.