This article outlines recommended best practices for using tags in Neostella. A well-designed tagging strategy helps teams consistently organize resources, filter and search data efficiently, as well as manage the account as it grows.
In Neostella, a tag is a simple label consisting of a key and an optional value that adds context to a resource without changing the underlying data. Firms can apply tags to objects, organizations, people, users, groups, permission sets, automations, workflows, among other supported resources.
Implementing a consistent tagging approach improves visibility, supports automation, and helps teams work more effectively across the platform.
plan your tag strategy before creating tags
In most organizations, tagging requirements come from multiple teams with different priorities. Before creating tags, involve stakeholders who can provide input from areas such as:
- Compliance and security
- Finance
- IT operations
Rather than starting with a list of tags, begin by defining the outcomes the firm wants to achieve.
For example:
- How should teams identify related resources?
- What information needs to be easy to find or filter?
- Where can tags support reporting or automation?
Working backward from outcomes helps ensure tags are meaningful, scalable, and aligned with real use cases. For each tag, it should be clear:
- What the tag is used for.
- Who uses it (people or automation).
- When it should be applied.
- How it is created and maintained.
keep tags simple and purpose-driven
Tags are most effective when they clearly communicate “why” a resource is being labeled. Instead of creating complex tag hierarchies or rigid classifications, focus on tags that reflect real operational, business, or workflow needs.
A single tag can support different use cases depending on context. What matters most is that each tag has a clear purpose, is easy to understand, and is applied consistently across the account.
Avoid over-classifying resources. If a tag does not help teams find information, filter data, or support automation more effectively, it may not be necessary.]
document tag definitions and standards
Tags work best when everyone understands how they should be used. Maintain a shared document that defines your tagging standards, such as a page in Confluence, Google Docs, or a shared spreadsheet. For each tag, determine:
- The tag’s purpose.
- Whether it is mandatory or optional.
- Who owns the tag and approves changes.
- When it was created or last updated.
- Any usage rules or constraints.
Review tag definitions regularly with stakeholders to ensure they remain accurate and relevant. Assigning clear ownership helps prevent duplicate or inconsistent tags.
tag most resources, but be intentional
Although tags are optional in Neostella, tagging most resources is strongly recommended. Tags enable filtering, searching, and automating capabilities that are difficult to achieve otherwise.
At the same time, avoid making too many tags mandatory. Overuse of required tags can slow down workflows and reduce data quality. If certain information can be derived from existing systems or fields, it may not need to be captured as a tag. If there are scenarios where tags are not required, document those exceptions clearly.
reuse existing tags and avoid duplication
Before creating a new tag, check whether an existing tag already meets your needs. Reusing tags improves consistency and makes it easier to manage and analyze data across the account.
Avoid creating multiple tags that represent the same concept with minor differences in wording, casing, or spelling.
review and maintain tags over time
Tagging strategies should evolve as account processes change. Periodically review tags to:
- Identify unused or outdated tags.
- Deactivate tags that are no longer relevant.
- Update descriptions or usage guidelines.
Neostella allows admins to update or deactivate tags without impacting existing data, making ongoing maintenance simple and low risk.
use bulk actions to keep tags consistent
When large updates are required, use a bulk tag assignment and unassignment to apply changes efficiently. Bulk actions are especially useful for:
- Correcting tagging inconsistencies.
- Applying new tags to existing records.
- Standardizing tags after process changes.
Using bulk actions helps maintain consistency without manual, record-by-record updates.