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What are Smart Tags?
Smart Tags allow you to insert dynamic, configurable text into your Notes to Financial Statements. Instead of typing company-specific values (like entity names, DOIs, or other recurring text) and updating them manually in every note if they change, you can insert customized tags that pull values from a centralized configuration page.
When you publish a Smart Tag's value in the configuration, all instances of that tag across your statements automatically reflect the new value, ensuring consistency and reducing manual errors.
Smart Tags work alongside Smart Dates to give you complete control over dynamic content in your Notes to Financials.
Configuring and Managing Smart Tags
Managing Smart Tags requires the “Manager” or “Admin” permission.
Accessing the Smart Tags Page
Navigate to the Smart Tags page from the top-left hamburger menu
Select the reporting period you want to configure tags for using the dropdown at the top of the page
The page displays two main sections:
Left panel: List of all Smart Tags for the selected period
Right panel: Company-specific values for the selected tag
Creating Smart Tags
Click the "+ Add" button in the Tags panel on the left
Enter a descriptive name for your tag (e.g., "Company Name", "State of Domicile", "Certificate of Authority")
Click "Add" to create the tag
Your new tag will appear in the tags list in alphabetical order and be automatically selected
Pro Tip: Use clear, descriptive names for your tags that indicate what type of information they contain. This makes it easier for statement editors to find the right tag when inserting them into notes
Configuring Tag Values by Company
Once you've created a tag, configure the value for each company:
Select a tag from the left panel
In the right panel, you'll see a list of all companies in your organization
Click into the text field for any company to enter or edit that company's value for the selected tag
Repeat for all companies that need a value for this tag
Use the copy button in the text field to copy the same value across all companies easily
Note: You can leave values blank for companies that don't need them. When a user inserts a tag with no configured value, they'll see a visual indicator and a link to configure the value
Filtering and Searching Companies:
Use the company filter dropdown to show only specific companies
Use the search bar to quickly find companies by name
Clear filters using the X button
Working with Reporting Periods
Smart Tags are configured per reporting period:
Use the reporting period dropdown at the top of the page to select which period you're configuring
Each period maintains its own set of tag definitions and values
When you switch periods, you'll see the tags and values specific to that period
Tag configurations roll forward to the next filing period automatically
Note: Smart Tags can be created once statements are available for a reporting period. If you don't see any periods in the dropdown, check back once your filing has been set up
Editing and Deleting Tags
To Rename a Tag:
Click the three-dot menu (⋮) next to any tag in the left panel
Select "Rename"
Enter the new name and click "Rename"
Publish your changes
To Delete a Tag:
Click the three-dot menu (⋮) next to any tag in the left panel
Select "Delete"
Confirm the deletion. Delete will happen immediately; no publish required.
Important: Deleting a tag will cause all instances of that tag in statements to display plain text instead of the tag; This cannot be undone
If you have notes open in other browser tabs, you'll need to refresh those pages to see the updated plain text
Publishing Changes
Smart Tags uses a publish workflow to ensure changes are intentional:
As you create tags, rename them, or update values, changes are tracked locally
An indicator appears at the bottom of the page showing:
Number of tags with changes
Total number of unpublished changes
Click "Publish All Tags" to publish all changes at once
Changes are not saved or visible to others until you click "Publish All Tags". If you navigate away from the page with unpublished changes, you'll be prompted to confirm
Clicking publish automatically updates all instances of that tag, including instances in locked sections.
To maintain the integrity of your submission, statements marked as 'Filed' are locked and will not reflect subsequent tag updates. If you need to modify a filed statement, simply revert its status to 'Original.' This will instantly refresh the statement with the most current values
Concurrent edits and avoiding conflicts
To ensure everyone is working on the most up-to-date version, our system alerts you if another user publishes changes while you are still editing.
If you see a warning banner, it means a colleague has pushed updates. Because your current browser session is still viewing the "old" version, publishing your work immediately would overwrite their new changes.
To resolve this state:
Save your work manually: Copy any text, values, or configurations you’ve added to a separate document or your clipboard.
Refresh your browser: This syncs your editor with the latest published version.
Re-apply and Publish: Paste your saved changes back into the updated fields and hit publish.
☝️ Note: Refreshing your browser will clear any unsaved data in the current editor. Always copy your work before hitting refresh to avoid losing progress.
Inserting Smart Tags into Statements
Using Smart Tags in Notes to Financials requires the “Editor” permission or higher.
Inserting a Smart Tag
Navigate to any note where you'd like to insert a Smart Tag
Position your cursor where you want to insert the tag in the text box
Click the tag icon (🏷️) in the text box toolbar
The Smart Tag picker menu will appear with all available tags
Optional: Use the search bar to find a specific tag by name or value
Click on a tag to insert it into your statement
The tag will appear with a green background, indicating it's a Smart Tag
The tag color will not appear on PDF exports
Note: If the tag picker shows "No Smart Tags," configuration for that tag is required. Click the link in the picker to navigate to the configuration page.
Understanding Smart Tag Display
Active Tags with Values:
Smart Tags with configured values appear with a green background
The displayed text shows the current value from the Smart Tags configuration
Clicking on a tag shows details including the tag name and current value
Tags Without Values:
Tags without configured values appear greyed out with a broken link icon
The tag name is displayed instead of a value
A link appears to configure a value on the Smart Tags page
These tags are still valid and will update once a value is configured and published
The tag name placeholder will not appear on PDF exports
Managing Inserted Tags in Notes to Financials
To View Tag Details:
Click on any Smart Tag in your statement
A popup appears showing:
Current value
Tag name
Options to Replace or Delete
To Replace a Tag:
Click on the tag in your statement
Click "Replace" in the popup
Select a different tag from the Smart Tag picker
The new tag replaces the old one in the same position
To Delete a Tag:
Click on the tag in your statement
Click "Delete" in the popup
The tag is removed and replaced with empty space
Alternatively, position your cursor to the right of the tag and press backspace or delete on your keyboard
Configuring Tag Values
Quickly access the configuration page from any tag:
Click the gear icon (⚙️) in the Smart Tag picker menu header
This opens the Smart Tags page in a new tab
Configure values as needed (see "Configuring and Managing Smart Tags" section above; Requires manager or admin permissions)
Return to your statement and refresh to see updated values
Integration with Other Features
Smart Dates
Smart Tags works seamlessly alongside Smart Dates to give you complete control over dynamic content:
Smart Dates handles time-based values that change with reporting periods (e.g., "December 31, 2025")
You can use both features in the same statement. For example:
"For the year ended [Smart Date: Current Period End], [Smart Tag: Company Name] reported total assets of..."
Learn more about Smart Dates in the Smart Dates help article.
Copy to Statement
Smart Tags are fully supported by the copy-to-statement feature for Notes to Financials:
When you copy content containing Smart Tags to another entity in the same filing period, the tags automatically display the correct values for the destination entity
This makes it easy to create template notes and replicate them across multiple companies while maintaining company-specific values
Learn more about Copy-to-Statement in the Copy-To Help Article
Marking Statements as “Filed”
To ensure data integrity, marking a statement as Filed freezes statement data. Here is how that affects your Smart Tags:
Frozen Data: Once a statement is filed, Smart Tag updates are locked. This prevents any background data changes from altering the historical record of the filed document.
Active Management: While the tags within a filed statement remain "frozen," the Smart Tags configuration page remains fully functional. You can still adjust all tags and values.
Reversing "Filed" Status: If a statement is moved back to an unfiled state, the Smart Tags will immediately sync and update to reflect the most current data from the configuration page.
Section Activity
The following table explains how smart tags interact with section activity:
Action | Section Activity Attribution | Result |
Inserting a Tag into Notes to Financials | The user who selected the tag from the toolbar menu. | The tag appears in the note and records the active user. |
Updating Tag from the Smart Tags page | No update to Section Activity. | Changes made via the Smart Tags configuration page update the tag values globally without triggering a new activity entry in individual notes. |
Deleting a Tag from the Smart Tags page | The user who deleted the tag from the configuration page. | The Smart Tag is converted to plain text within the document, and the activity reflects the person who removed it. |
Filing a Document | The user who marked the document as "Filed." | All Smart Tags on the page are "frozen" in time; the Section Activity updates for all pages with Smart Tags to show the tags were finalized by the filer. |
Tag Review
Use the Tag Review page under the Statement menu in any of your filings with Notes to Financials in order to view all of the locations where you have Smart Tags.
Learn more about the Tag Review page in the Tag Review help article
FAQs and Pro Tips:
❓Question: Do I need to take any action to update Smart Tags each quarter?
Answer: It depends on whether your company-specific values have changed. Unlike Smart Dates (which automatically update time-based values each quarter), Smart Tags display company-specific information that can remain consistent across periods. However, you should review your Smart Tag values at the beginning of each filing period to ensure information like entity names, DOIs, or other company details are still accurate. If values need updating, modify them on the Smart Tags configuration page for the new reporting period.
❓Question: What happens to Smart Tags when statements are rolled forward to the next period?
Answer: Smart Tags seamlessly carry forward to the next period during the roll forward process. They'll start by displaying your previous period's configured values, giving you a head start. You can then refine the configuration for the new period, with updates isolated to that period only, preserving the integrity of historical statements.
❓Question: Do Smart Tags replace Roll Forward Tag Bubbles?
Answer: No, you can still use Roll Forward Tags to call out data in your Notes to Financials, but Smart Tags are a great way to replace these with an easier-to-manage solution! Leverage the Tag Review page to identify all the places where you have Roll Forward Tags, and evaluate which ones to turn into Smart Tags.
❓Question: Can I copy and paste between statements and periods?
Answer: Yes. For copying to entities in the same filing period, utilize our copy-to feature. For copying between time periods, simply copy and paste the entirety of the text, including Smart Tags. On paste, the tags will show the text copied, and reflect the configuration for the correct time period. Note that publishing updates to Smart Dates will not update statements marked as “Filed.” Set the statement to “Original” to see the updates reflected.
❓Question: Can I use Smart Tags in tables?
Answer: No, Smart Tags are not currently available in tables.
❓Question: Can I use Smart Tags or Smart Dates within Smart Tags?
Answer: No, Smart Tags cannot contain other Smart Tags or Smart Dates.