How to organize and filter data rooms with tags?

If your team runs many data rooms in parallel (multiple deals, multiple clients, or multiple stages), tags give you a fast way to organize them. Tag a data room with one or more labels and filter your data room list by tag to find what you need without scrolling.

Data room tags are available on every plan that supports data rooms.

What data room tags do

Data room tags are different from link tags:

Feature	Data room tags	Link tags
What they tag	Entire data rooms	Individual document or data room links
Where you see them	Datarooms list	Links tab
Filtering	Filter the data rooms list	Filter the links list

You can have both. Use data room tags to group deals or clients, and use link tags to group recipients or campaigns.

Step-by-step: create tags

Step 1: Open data room settings

1. Log into Papermark.
2. Click Datarooms in the sidebar.
3. Open the data room you want to tag.
4. Click Settings, then General.

Step 2: Add tags

1. Find the Tags section.
2. Type a tag name and press Enter to create it.
3. Repeat for each tag you want to add. There's no limit on tags per data room.
4. Save the settings.

You can also create tags in advance from the workspace tag settings, then apply them to any data room from the Settings tab.

Step 3: Filter your data room list

1. Go back to the Datarooms list.
2. Click the Filter button.
3. Pick one or more tags. The list updates to show only data rooms with the selected tags.

Tag your data rooms

Tagging systems that work well

Pick a tagging system and stick to it. Common ones:

• Deal stage: prospecting, due-diligence, closed, archived
• Deal type: M&A, fundraising, real-estate, partnership
• Client or sector: fintech, saas, healthcare
• Owner: marcus, ana, team-emea
• Year: 2025, 2026

You can combine multiple tag dimensions on the same data room. For example, a single deal might be tagged M&A, due-diligence, and marcus.

Use cases

• Investment banks running multiple deals: tag by client and stage to keep the pipeline visible.
• VCs reviewing portfolio companies: tag by sector and round to find the next portfolio update fast.
• M&A advisors: tag by buy-side or sell-side, plus client, to filter the deals dashboard.
• Law firms: tag by matter type or client to surface the right room during a meeting.

Tips for using tags well

• Keep tag names short. Single words are easier to read in the filter chip.
• Avoid synonyms. Pick M&A or mergers, not both.
• Archive instead of delete. Add an archived tag to old data rooms instead of deleting them so you can still find them later.
• Train your team. Document your tag taxonomy somewhere your team can refer to so everyone tags consistently.

Frequently asked questions

Related guides

• How to tag links in Papermark
• How to create a data room on Papermark
• How to organise documents into folders
• How to duplicate a Data Room

Need help? Contact support@papermark.com or use the in-app chat.