There's better file manager software out there. You just need to know where to look.
In this article, we explain how tagging software streamlines your copywriting workflow and alleviates the headaches of data management. Don't go anywhere.
What Is Tagging Software?
Tagging software helps copywriters to deal with countless files and documents and prevents them from becoming swamped and buried in a sea of identical files.
So, what is a tag-based file system? It's a form of flexible electronic file management that makes it easy for users to assign custom labels to their files and folders. The concept offers an alternative to the traditional tree-based structure you're used to.
This flexible approach to electronic file management saves you time and effort when working with a large number of files.
Instead of browsing through bundles of folders, you search and filter by tags that you design. Overall, it's far better than relying on the standard file manager in Windows for reasons we'll discuss below.
How Tagging Software Supercharges Your Copywriting
As a copywriter, you're always proofreading, editing, and creating new content. Everything from blog posts to web copy to newsletters and social media is fair game.
And with each new project comes a myriad of files.
Drafts, revisions, images, and research materials need to be stored and organized. Getting your digital house in order helps you to work efficiently - driving up your effective hourly rates. An organized workspace helps you to quickly locate files and information you need.
Additionally, effective tagging for Windows helps you avoid duplicate files and misplaced documents. With the right tagging software, you won't need to worry about the dozens of files that end in some iteration of the words "FINAL version".
Using Tag-based Systems to Improve Copywriting Efficiency
So, tagging software makes it easier to manage and find your files. But how does tagging work in practice? Let's take an example.
You're drafting a series of blog posts for a client. You assign several different tags to relevant files, including the client's name, project name, topic, and status. Each document is tagged with "not started", "in progress", "final draft", and "completed". This way, you can easily filter your files based on what you're looking for in seconds.
Yet a good tag-based file system goes further than that. Ever run a Windows file search, only for it to take far longer than it should? Smart view in tagging software is optimized to find files fast.
When you pick the right tag file manager, you'll solve a lot of headaches in one go, with features like:
- Smart view
- Multi tag
- Virtual folder structures
- AND/OR workflows
Multi-tag lets you tag a collection of files at once, saving you the need to go through each individually. Smart view functions let you combine multiple tags to narrow down your search fast.
And tags don't have to be limited to file names and types. You can even tag based on text inside different files, such as the keywords or marketing lingo you're using in your copy.
Choosing the Best Tagging Software for Your Needs
When comparing different electronic file management solutions, you'll need to look for two things: core features, and optional addons.
The core features are the ones you can't do without.
Core Features You Need
The core features to look out for include:
- Compatibility with Windows OS
- Easy-to-use interfaces
- Fast search functionality
- Customizable tagging system
- Integration with file explorer
Obviously, the software should be Windows-compatible if you're installing a file manager for Windows. But it should also come with an intuitive interface that you can understand in seconds.
The ability to create and manage custom tags (and assign multiple to each folder) is a key feature of a tag file manager, so make sure the product you choose has that.
A powerful search feature is also a must-have. It should be as fast as it is easy to work with to speed up your workflow. And finally, the tagging software should integrate seamlessly with Windows File Explorer.
That will let you manage tags directly from your existing file management system.
Advanced Features for Copywriters
If you want to take it to the next level with tagging for Windows, look out for some of these advanced features:
- File previews
- Version control
- Smart tag suggestions
- Batch tagging
The ability to preview files directly within the tag file manager gives you a quick look, removing the need to open and sift through stacks of files. And some tag file managers offer version control to track changes to your files over time - which is especially helpful when working with revisions.
Smart suggestions are made by the tagging software itself based on your existing tags, which can make it easier to stay consistent.
Finally, batch tagging (or multi-tag) lets you tag multiple files at once, making organizing or restructuring a breeze.
Tips for Copywriters for Using Tagging Workflows
To get the most out of your file manager software, you need to develop a tagging for Windows workflow that works for you - and not against you.
- Develop a consistent system
- Use descriptive tags
- Review and update regularly
- Integrate with other tools
Your tags should be both consistent and descriptive. How that looks depends on how you work - but using client names, project types, deadlines, and topic descriptors will all help.
You should also review and update your tags over time.
This will help prevent issues like double-tagging, where you use two similarly named tags to describe the same thing. For instance, you might use the tags "web copy" and "website copy" for everything related to writing for websites.
Reviewing your tags will help you stay on top of them and organize them consistently.
Tag Your Way to Greatness
When using Windows, tagging files speeds up your workflow. Once you're used to tagging software and the tagging workflow, you'll never lose track of files again.