Use workspace tags to classify related work across folders, and pins to keep shared priorities easy to find.
Visual guide
Tags
Tags belong to a workspace, not to a single document. Manage the shared tag list from Settings -> Tags. An Editor or Admin can create, rename, recolor, and delete workspace tags.
Attach a tag to a document, table, artifact, or file from its tag picker. The same picker can create a new tag and attach it in one flow when the person has Editor or Admin workspace access. Resource tags appear in grouped views, where they help you browse by category rather than folder.
The same vocabulary is available on comment threads. Anyone with comment permission can add or remove an existing tag from a thread, while only Editors and Admins can alter the workspace tag vocabulary.
Use a short, consistent taxonomy. For example: project, status, audience, or review area. Avoid making a new tag for every resource name.
Pins
Pins are workspace-level shared shortcuts. Workspace admins can pin or unpin a non-folder resource from its resource menu, and can reorder the pinned list. All workspace members can see active pins in the sidebar and on the home dashboard.
Archived or trashed resources are removed from the pin display automatically. A pin does not change permissions: people still need normal access to open the underlying resource.
A practical pattern
Use folders for ownership or project structure.
Use tags for dimensions that cross those folders, such as stage or audience.
Pin only the few resources that need persistent team visibility.
Use a private resource and direct sharing for material that should not follow the workspace default.