Platform: Tag-Based File Management

The tag-based file management was introduced in Document Management feature, which was first added for project and construction documents in MYOB Acumatica 2025 R2. In version 2026 R1, file tags become available system-wide. With this update, you can organize files by using tags, and quickly find what you need—all in one place.

Additionally, for project and construction documents, you can use tags to establish role-based access rights that define what users with the role can and can't do with the files with the tag assigned to it. This ensures that sensitive documents are available only to the right people.

New Capabilities

Typical Use Cases

Here are some common use cases for tag-based document management.

Use Case 1: Filter Files by Tag

Inventory managers can assign tags to files—such as certificates, manuals, specifications and pictures—attached to an inventory item. Later, they can filter files by type and group them by owner, making it easier to selectively share the correct files on the MYOB Acumatica Customer Portal.

Use Case 2: Retrieve the Correct Files for Audit

Compliance or account managers can tag files by type (for example, Certificate and Agreement) and by additional attributes (such as 2024 and Signed) so that they can easily locate the correct and current file for audits.

Use Case 3: Locate Receipt Files

Receiving clerks or warehouse managers can tag files and photos attached to purchase receipts—for example, Consignment, Customs, Condition - Damaged, and Condition - Intact. This will allow them to easily distinguish between different types of receipt-related files and quickly retrieve the specific scanned documents or photos they need at any moment.

Setting Up Tags

Before assigning tags to files, you need to create these tags first and assign them access rights on the File Tags (SM202560) form as follows:

1. In the Tags pane, create tag by specifying its name and description.
2. In the Access Rights table, assign each role’s access level to the selected tag.
3. Repeat the two previous instructions as needed for each tag.

Globally, a user role’s access level determines which actions can be performed on the tag. For project and construction documents, it controls what users with that role can do with files assigned this tag. You can assign one of the following access levels to a tag:

• Revoked: Users can't access the tag or its files.
• View Only: Users can view tags and download files with the tag.
• Edit: Users can view and assign tags, as well as view, download, check out, upload new files or versions.
• Create Version (Project Files): Users can view, download, check out, and upload new versions.
• Edit and Upload (Project Files): Users can view, download, check out, and upload new files or versions, as well as assign the tag.
• Delete (Project Files): Users can perform all actions plus delete.

The options that determine access level to project files are shown only if the Document Management feature is enabled on the Enable/Disable Features (CS100000) form.

Assigning Tags

You can assign tags to any file uploaded to the system on the File Maintenance (SM202510) form. Clicking the magnifier icon in the Tags box displays the Select Tags dialog box, where you can select from the tags you have access to.

Searching by Tags

While searching for files using the Search in Files (SM202520) form, you can use tags as search criteria:

• To search for files with specific tags, specify them in the Tags box in the Selection area.
• To search for files that have no tags assigned, select the Show Only Untagged Files check box in the Selection area.

In the new Tags column of the search results table, you can see what tags are assigned to each of the found files.