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Labels and Organization Guide

Readur's labeling system provides powerful document organization and categorization capabilities. This guide covers creating, managing, and using labels to organize your document collection effectively.

Table of Contents

Overview

Labels in Readur provide a flexible tagging system that allows you to:

  • Categorize Documents: Organize documents by type, project, department, or any custom criteria
  • Enhanced Search: Filter search results by specific labels for precise document discovery
  • Visual Organization: Color-coded labels provide instant visual categorization
  • Bulk Operations: Apply or remove labels from multiple documents simultaneously
  • Project Management: Track documents across projects, workflows, or time periods

Key Features

  • Hierarchical Organization: Create nested label structures for complex categorization
  • Color Coding: Visual identification with customizable label colors
  • System Labels: Automatic labels generated by Readur for administrative purposes
  • User Labels: Custom labels created and managed by users
  • Smart Collections: Save searches that automatically include documents with specific labels
  • Label Statistics: Track document counts and usage analytics per label

Label Types

User Labels

Custom labels created and managed by users for personal or organizational categorization.

Features: - Full Control: Create, edit, rename, and delete user-created labels - Color Customization: Choose from a wide range of colors for visual organization - Flexible Naming: Use any descriptive names that fit your workflow - Sharing: Labels are visible to all users with access to labeled documents

Common Use Cases: - Project names (e.g., "Project Alpha", "Q1 Budget") - Document types (e.g., "Invoices", "Contracts", "Reports") - Departments (e.g., "HR", "Engineering", "Marketing") - Priority levels (e.g., "Urgent", "Review Needed", "Archive") - Status indicators (e.g., "Draft", "Final", "Approved")

System Labels

Automatic labels generated by Readur based on document properties and processing status.

Examples: - OCR Status: "OCR Completed", "OCR Failed", "OCR Pending" - File Type: "PDF", "Image", "Text Document" - Source Origin: "WebDAV Upload", "Local Folder", "Manual Upload" - Processing Status: "Recently Added", "High Confidence OCR", "Needs Review" - Size Categories: "Large File", "Small File" - Date-based: "This Week", "This Month", "This Year"

Characteristics: - Read-only: Cannot be edited or deleted by users - Automatic Assignment: Applied automatically based on document properties - System Managed: Updated automatically when document properties change - Consistent Formatting: Standardized naming and color scheme

Creating and Managing Labels

Creating New Labels

Via Label Management Page

  1. Navigate to Labels: Go to Settings → Labels
  2. Click "Create Label"
  3. Configure Label Properties: 
    Name: Project Documentation
Color: Blue (#2196F3)
Description: Documents related to current projects
  4. Save to create the label

During Document Upload

  1. Upload Document(s): Use the upload interface
  2. Add Labels Field: In the upload form
  3. Create New Label: Type a new label name
  4. Assign Color: Choose color for the new label
  5. Complete Upload: Label is created and assigned automatically

Quick Label Creation

  • Search Interface: Create labels while filtering search results
  • Document Details: Add new labels directly from document pages
  • Bulk Operations: Create labels during bulk document operations

Editing Labels

Renaming Labels

  1. Access Label Management: Settings → Labels
  2. Find Target Label: Use search or browse the label list
  3. Click "Edit" or double-click the label name
  4. Modify Name: Change to new descriptive name
  5. Save Changes: Updates all documents using this label

Changing Colors

  1. Edit Label: Follow renaming steps above
  2. Select New Color: Choose from color palette or enter hex code
  3. Preview Changes: See how the color looks in different contexts
  4. Apply: Color updates immediately across all interfaces

Merging Labels

  1. Identify Similar Labels: Find labels with overlapping purposes
  2. Select Target Label: Choose the label to keep
  3. Merge Operation: Use "Merge with..." option
  4. Confirm Merge: All documents transfer to target label
  5. Source Label Deletion: Original label is removed after merge

Deleting Labels

Individual Label Deletion

  1. Label Management Page: Access via Settings → Labels
  2. Select Label: Find the label to delete
  3. Delete Action: Click delete button or menu option
  4. Confirm Deletion: Confirm removal (this cannot be undone)
  5. Document Update: Label is removed from all associated documents

Bulk Label Cleanup

  • Unused Labels: Automatically identify and remove labels with no documents
  • Duplicate Labels: Find and merge labels with similar names
  • Batch Deletion: Select multiple labels for simultaneous removal

Assigning Labels to Documents

Single Document Labeling

Document Details Page

  1. Open Document: Click on any document to view details
  2. Labels Section: Find the labels area in document metadata
  3. Add Labels: Click "+" or "Add Label" button
  4. Select or Create: Choose existing labels or create new ones
  5. Apply Changes: Labels are assigned immediately

Quick Label Assignment

  • Hover Actions: Quick label buttons appear when hovering over documents
  • Right-Click Menu: Context menu with common label operations
  • Keyboard Shortcuts: Assign frequently used labels with key combinations

Bulk Label Operations

Multi-Document Selection

  1. Document Browser: Navigate to documents page
  2. Select Documents: Use checkboxes to select multiple documents
  3. Bulk Actions: Click "Actions" or "Labels" in the toolbar
  4. Apply Labels: Choose labels to add or remove
  5. Execute: Apply changes to all selected documents

Search-Based Labeling

  1. Search for Documents: Use search to find specific document sets
  2. Select All Results: Choose all documents matching criteria
  3. Bulk Label Assignment: Apply labels to entire result set
  4. Confirmation: Review and confirm bulk changes

Label Assignment During Upload

Upload Interface Labeling

  1. File Selection: Choose files to upload
  2. Label Assignment: Add labels before starting upload
  3. Label Creation: Create new labels during upload process
  4. Automatic Application: Labels assigned to all uploaded files

Drag and Drop Labeling

  • Pre-configured Areas: Drag files to labeled drop zones
  • Automatic Tagging: Labels applied based on drop location
  • Batch Processing: Assign labels to multiple files simultaneously

Label-Based Search and Filtering

Basic Label Filtering

  1. Search Interface: Access the main search page
  2. Label Filter Section: Find label filters in the sidebar
  3. Select Labels: Check boxes for desired labels
  4. Apply Filter: Search results automatically update
  5. Multiple Labels: Combine multiple labels with AND/OR logic

Advanced Label Queries

Search Syntax Examples: 

label:urgent                    # Documents with "urgent" label
label:"project alpha"           # Documents with multi-word label
label:urgent AND label:review   # Documents with both labels
label:draft OR label:final      # Documents with either label
-label:archive                  # Exclude archived documents

Smart Collections

Creating Smart Collections

  1. Build Search Query: Create search with label filters
  2. Save Search: Use "Save Search" option
  3. Name Collection: Give descriptive name (e.g., "Active Projects")
  4. Automatic Updates: Collection updates as documents are labeled
  5. Quick Access: Access collections from sidebar or dashboard

Collection Examples

Project-Based Collections: - "Q1 Budget Documents": label:"Q1 budget" OR label:"financial planning" - "Marketing Materials": label:marketing AND (label:final OR label:approved) - "Pending Review": label:"needs review" AND -label:completed

Status-Based Collections: - "Recent Uploads": label:"this month" AND -label:processed - "High Priority": label:urgent OR label:critical - "Archive Ready": label:completed AND label:final

Label-Based Dashboard Views

Custom Dashboard Widgets

  • Label Statistics: Show document counts per label
  • Recent Activity: Display recently labeled documents
  • Label Trends: Track labeling patterns over time
  • Quick Access: Direct links to frequently used label filters

Label Organization Strategies

Hierarchical Labeling

Category-Based Organization

Structure Example: 

Projects/
├── Project Alpha/
│   ├── Requirements
│   ├── Design
│   └── Implementation
├── Project Beta/
│   ├── Research
│   ├── Proposals
│   └── Contracts
└── Infrastructure/
    ├── Servers
    ├── Network
    └── Security

Implementation Approach

  1. Top-Level Categories: Create broad organizational labels
  2. Subcategories: Use descriptive naming for specific areas
  3. Consistent Naming: Establish naming conventions across categories
  4. Cross-References: Documents can belong to multiple hierarchies

Functional Organization

Document Lifecycle Labels

Workflow Stages: - Creation: "Draft", "In Progress", "Under Review" - Approval: "Pending Approval", "Approved", "Rejected" - Distribution: "Published", "Distributed", "Archived" - Maintenance: "Current", "Outdated", "Superseded"

Department-Based Labeling

Organizational Structure: - Human Resources: "HR Policy", "Employee Records", "Benefits" - Finance: "Invoices", "Budget", "Audit", "Tax Documents" - Legal: "Contracts", "Compliance", "IP Documents" - Operations: "Procedures", "Manuals", "Incident Reports"

Time-Based Organization

Date-Driven Labels

  • Fiscal Periods: "Q1 2024", "FY2024", "H1 2024"
  • Project Phases: "Phase 1", "Phase 2", "Final Phase"
  • Event-Based: "Pre-Launch", "Launch", "Post-Launch"
  • Seasonal: "Annual Review", "Budget Season", "Audit Period"

Advanced Label Features

Label Analytics

Usage Statistics

Metrics Available: - Document Count: Number of documents per label - Recent Activity: Labels used in recent uploads or assignments - Growth Trends: How label usage changes over time - Popular Labels: Most frequently used labels - Unused Labels: Labels with no current document assignments

Label Performance

  • Search Frequency: How often labels are used in searches
  • Click-Through Rates: User engagement with labeled content
  • Organization Effectiveness: How labels improve document discovery

Label Automation

Auto-Labeling Rules

OCR-Based Labeling: - Content Detection: Automatically label documents based on detected text - Template Recognition: Recognize document types and apply appropriate labels - Entity Extraction: Label documents based on detected entities (names, dates, amounts)

Source-Based Labeling: - Upload Location: Apply labels based on upload source or folder - File Type: Automatic labels based on file format and structure - Metadata: Labels derived from file properties and EXIF data

Workflow Integration

  • Process Triggers: Apply labels based on workflow stage completion
  • Approval Status: Automatic labeling based on approval workflows
  • Time-Based Rules: Apply labels based on document age or schedule

Label Import/Export

Bulk Label Operations

Import Scenarios: - Migration: Import existing label structures from other systems - Template Application: Apply predefined label sets to document collections - Organizational Standards: Implement company-wide labeling standards

Export Capabilities: - Backup: Export label definitions for backup purposes - Reporting: Generate reports of label usage and document organization - Integration: Share label structures with other systems

Best Practices

Label Design

Naming Conventions

  1. Descriptive Names: Use clear, self-explanatory label names
  2. Consistent Format: Establish and follow naming patterns
  3. Avoid Ambiguity: Choose names that won't be confused with similar concepts
  4. Length Consideration: Keep names concise but informative
  5. Special Characters: Avoid special characters that may cause issues

Good Examples: - "Q1-2024-Budget" ✅ - "Legal-Contract-Template" ✅ - "Marketing-Campaign-Assets" ✅

Poor Examples: - "Stuff" ❌ (too vague) - "Q1 Budget Documents for 2024 Financial Planning" ❌ (too long) - "Legal/Contract#Template@2024" ❌ (special characters)

Color Strategy

  1. Consistent Color Families: Use similar colors for related label categories
  2. High Contrast: Ensure labels are readable against various backgrounds
  3. Color Meaning: Establish color conventions (e.g., red for urgent, green for completed)
  4. Accessibility: Consider color-blind users when choosing colors
  5. Limited Palette: Don't use too many different colors

Organization Strategy

Start Simple

  1. Basic Categories: Begin with broad, obvious categories
  2. Organic Growth: Add labels as needs become apparent
  3. User Feedback: Incorporate user suggestions for new labels
  4. Regular Review: Periodically assess and refine label structure

Maintain Consistency

  1. Documentation: Document labeling standards and conventions
  2. Training: Educate users on proper labeling practices
  3. Regular Cleanup: Remove unused or redundant labels
  4. Standardization: Ensure consistent application across teams

Performance Optimization

Label Management

  1. Avoid Over-Labeling: Don't create too many similar labels
  2. Regular Cleanup: Remove unused labels to reduce clutter
  3. Search Optimization: Focus on labels that improve searchability
  4. User Training: Educate users on effective labeling practices

System Performance

  • Index Optimization: Labels are indexed for fast search performance
  • Bulk Operations: Use bulk assignment for better efficiency
  • Caching: Frequently used labels are cached for quick access

API Integration

Label Management API

Creating Labels

POST /api/labels
Authorization: Bearer <jwt_token>
Content-Type: application/json

{
  "name": "Project Documentation",
  "color": "#2196F3"
}

Listing Labels

GET /api/labels
Authorization: Bearer <jwt_token>

Response: 

{
  "labels": [
    {
      "id": "550e8400-e29b-41d4-a716-446655440000",
      "name": "Project Documentation",
      "color": "#2196F3",
      "document_count": 42,
      "created_at": "2024-01-01T00:00:00Z"
    }
  ]
}

Assigning Labels to Documents

PATCH /api/documents/{document_id}
Authorization: Bearer <jwt_token>
Content-Type: application/json

{
  "labels": ["Project Documentation", "Q1 2024", "High Priority"]
}

Search Integration

GET /api/search?query=invoice&labels=urgent,review
Authorization: Bearer <jwt_token>

Advanced Label Queries

POST /api/search/advanced
Authorization: Bearer <jwt_token>
Content-Type: application/json

{
  "query": "budget",
  "filters": {
    "labels": ["Q1 2024", "Finance"],
    "label_logic": "AND"
  }
}

Next Steps