Organize Folders & Tags
Organize references with folder hierarchies, tags, and bulk operations.
Folders
Folders give your reference library a clear structure. Use them to group papers by project, course, research area, review, or any other structure you already use in your work.
Creating folders
Click New Folder
Click the New Folder button in the Reference Manager sidebar.
Name the folder
Enter a folder name such as Machine Learning or Systematic Review 2024.
Optional: select a parent folder
Choose a parent folder if you want to nest the new folder inside an existing one. Leave it blank to create a top-level folder.
Folder hierarchy
Folders support nesting, so you can build a structure that matches how you work. A simple hierarchy usually stays easier to scan than a long flat list.
- Move folders: Drag a folder into another folder to nest it.
- Reorder folders: Drag folders within the same level to change their order.
- Reuse references: Add the same reference to multiple folders without creating duplicate records.
Moving references
Move references into folders by dragging them from the reference list into the target folder. If you prefer a more precise action, open the reference context menu and choose the move option.
A reference can belong to multiple folders. Adding a reference to another folder does not remove it from its current location unless you explicitly choose an action that moves it instead of copying it.
Sharing folders
Share folders with team members at the workspace level when you need others to access the same organized set of references. For details on permissions and access control, see Share Library & Workspace.
Tags
Tags help you categorize references across your entire library. Use them for labels that cut across projects, such as status, methodology, access type, or priority.
Creating tags
Click New Tag
Click the New Tag button in the Reference Manager.
Name the tag
Enter a tag name such as systematic review, open access, or high priority.
Assign a color
Choose a color so the tag is easier to spot throughout your library.
Applying tags
Apply tags in the way that fits your workflow:
- Drag tags onto references from the tag list.
- Apply tags in bulk by selecting multiple references and adding the same tag to all of them.
Bulk operations
Bulk actions save time when you need to organize a large set of references at once. Select multiple items in your library, then apply the action you need.
- Apply tags: Add one or more tags to every selected reference.
- Remove tags: Remove existing tags from every selected reference.
- Move to folder: Place all selected references into a specific folder.
Tag-based filtering
Filter your library by one or more tags to narrow your view to the references that matter right now. Combine tags when you need a more specific slice of your library.
For example, filter by systematic review and open access to find open-access papers that belong to your review workflow.
Folders vs tags
Folders and tags solve different organization problems. Use folders to decide where a reference belongs, and tags to describe what that reference is.
| Folders | Tags | |
|---|---|---|
| Structure | Hierarchical and nested | Flat and non-hierarchical |
| Best for | Project structure, course materials, research areas | Themes, topics, status, attributes |
| Example | Machine Learning / Transformers | open access, high priority |
| A reference can have | Multiple folders | Multiple tags |
| Combining | Nest folders inside each other | Filter by multiple tags at once |
Use folders for structure and tags for cross-cutting labels. A paper on transformer architectures can sit inside a project folder and also carry tags such as survey, open access, and to read.