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Tags are keywords which can be used to categorise courses and content to help users find them during a search.

There are two types of tags

  • Official tags as defined by Admin, these are site wide. 
  • Tags defined by learners for their own use.

Once a tag has been defined other users can also select the tag to categorise their content. The Tag manager enables the site administrator to see all of the tags that have been defined and ensure that tags are consistently and appropriately used.

Enabling tags

Tags can be applied to individual courses and their content.

  1. Select Site Administration > Advanced features.
  2. Click Enable tags functionality.

Creating official tags

Official tags are visible and can be selected when creating resources. Official tags will appear as a drop down box near the bottom of the resource setup dialogue box.

The tag report below shows the tags used, who created the tag, how many times the tag has been used, when the tag was last modified, and whether the tag is an official tag or not. When you click on the tag you will be taken to the resource that has the tag included. 

  1. Select the course or content that requires the tag.
  2. Select Official so the Tag appears to users, uncheck Official  if you don't want the user to add this tag.
  3. Start typing the tag in the Enter tags dropdown box. A list of the existing tags will appear If the tag already exists this will be displayed.
  4. Select Update to create the tag.
  5. Alternatively select Manage official tags, enter the Tag in the Add official tags box.

Editing tags

Change tag name

  1. Select Manage offical tags in the settings for the resource.
  2. Select the Edit tag name icon beside the tag name.
  3. Type the replacement name into the Tag name box.
  4. Press Enter to change the tag name.

Delete tags

  1. Select Manage offical tags in the settings for the resource.
  2. Tick the Select checkbox next to the tags to delete.
  3. Select Delete icon.
  4. Select yes to confirm you want to delete the tag.

Change tag type

  1. Select Manage offical tags in the settings for the resource.
  2. Tick or untick the Official column for the tags you wish to change type of.

Searching for tags by person

Select the First name letter or Surname of the person that you want to view and possibly edit tags for.

Tag collections

Tag collections are sets of tags for different areas of Totara. For example, a collection of standard tags can be used to tag courses, but user interests and blog post tags are kept in a separate collection. When a user clicks on a tag, the tag page displays only items with that tag in the same collection.

Tags can be automatically added to a collection according to the area tagged or can be added manually as standard tags.

Clicking on the name of a tag collection then displays the list of tags, together with information on their creators, how many times they are used, when they were last modified, which tags have been flagged as inappropriate, and which tags are marked as standard.

Tag collection

Standard tags are tags which are added by a site administrator and are available for others to use. Standard tags are never deleted during clean-up tasks even when there are no tagged items.


Official tags have been renamed as Standard in Totara 10.

Adding a new collection

A new collection may be added by clicking the Add tag collection link and giving the new collection a name.

Adding a tag collection

Tag areas may then be selected for the new collection by clicking the pencil icon in the Tag collection column of a particular tag area. Changing the Tag collection from Default collection to the chosen, new collection.

Tag areas

Tag areas are areas of Totara in which tags can be used such as blog posts, or activities and resources. These may be enabled or disabled as required.

For example, if you don't intend to use course tags on your site, the courses tag area can be disabled so that the Tags section doesn't appear on the edit settings page for each course.

Managing a tag collection

Tags which are flagged as inappropriate are indicated in red (colour may vary with non-standard theme). Additionally tags can be renamed inline by clicking on the pencil icon next to them, marked as standard, or reset. Tags may also be deleted individually or in bulk. You can filter tags by adding a term to the search box. 

Combining tags

Tags with similar names may be combined by an administrator or manager by selecting them and then from the bottom of the screen clicking the Combine selected tags button. A pop up will appear asking which name you want to keep. After selecting this you should click the Continue button to combine the tags.

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