Merge pull request #14965 from nextcloud/feature/user-manual-system-tags

docs(user): add system tags user manual page

Author: skjnldsv

user_manual/files/access_webgui.rst

@@ -35,7 +35,8 @@ Shares
   Files shared with you, by you, or via a public link — all in one view.
 
 Tags
-  Browse files by system tag.
+  Browse files by system tag. See :doc:`tagging` for details on assigning
+  tags and filtering your files.
 
 Deleted files
   Files you have deleted that are still recoverable from the trash bin.

user_manual/files/managing.rst

@@ -8,3 +8,4 @@ Managing your files
    deleted_file_management
    version_control
    quota
+   tagging

user_manual/files/tagging.rst

@@ -0,0 +1,99 @@
+===========
+System tags
+===========
+
+System tags are server-wide labels you can attach to files and folders to
+organise them, filter your file list, and drive automated workflows such as
+retention rules and access control.
+
+Tags appear directly on file and folder rows in the **Files** app so you can
+see at a glance which labels are assigned:
+
+.. figure:: ../images/systemtags-inline.png
+   :alt: File list showing two tags, Photos and Vacations, displayed on a folder row.
+
+   *Figure 1: Tags are shown inline on files and folders.*
+
+Tags are created by administrators in the server settings. Depending on your
+server configuration, regular users may also be able to create tags — your
+administrator can restrict tag creation to admins only.
+
+Tag access levels
+-----------------
+
+Every tag has one of three access levels that control what regular users can
+see and do:
+
+============ ============================== =====================================
+Level        Visible to users               Users can assign / remove
+============ ============================== =====================================
+Public       Yes                            Yes
+Restricted   Yes                            No
+Invisible    No                             No
+============ ============================== =====================================
+
+Restricted and invisible tags are used by administrators for automated
+workflows. You cannot work around them by removing the tag yourself.
+
+Browsing files by tag
+---------------------
+
+Click the navigation icon (≡) at the top left of the **Files** app to open
+the navigation panel, then click **Tags**. The view lists all tags visible to
+you. Click a tag name to see every file and folder that has that tag assigned.
+
+.. figure:: ../images/systemtags-browse.png
+   :alt: The Tags view with Vacations selected, showing the filtered file list with inline tags on each row.
+
+   *Figure 2: Clicking a tag in the navigation panel filters the file list to files with that tag.*
+
+Assigning tags to files
+-----------------------
+
+You can assign or remove tags on one file at a time or across a selection of
+files in one step.
+
+**Single file**
+
+1. Click the three-dot action menu (**…**) next to a file or folder and select
+   **Details** to open the details sidebar.
+2. In the details sidebar, click **Add tags**.
+3. Type a tag name in the search field and select the tag from the list.
+4. Click outside the picker to close it. Changes are saved immediately.
+
+To remove a tag, open the same picker and click the **×** next to the tag
+name.
+
+.. note::
+
+   Only public tags appear in the picker for regular users. Restricted and
+   invisible tags can only be assigned by administrators.
+
+**Multiple files**
+
+1. Select two or more files by clicking the checkbox to the left of each row.
+2. Click **··· Actions** in the toolbar above the file list, then select
+   **Manage tags**.
+3. Check or uncheck tags in the dialog that appears. An info line shows how
+   the change will be applied across the selected files.
+4. Click **Apply**.
+
+.. figure:: ../images/systemtags-manage.png
+   :alt: The Manage tags dialog showing three tags with checkboxes and an info line.
+
+   *Figure 3: Manage tags lets you apply or remove tags across multiple files at once.*
+
+Creating and managing tags
+--------------------------
+
+If your administrator has not restricted tag creation, you can create a new
+tag directly from the **Manage tags** dialog or the single-file tag picker:
+type a new name in the **Search or create tag** field and select the
+**Create tag** option that appears.
+
+Administrators create, rename, and delete tags under
+:menuselection:`Administration settings --> Server`.
+For details on tag management and command-line tools, see the
+`Automated tagging
+<https://docs.nextcloud.com/server/latest/admin_manual/file_workflows/automated_tagging.html>`_
+section of the administration manual.