Review after upload
Participants can set the status of a checklist item to closed themselves. Internally, ‘in review’ and then ‘reviewed’ show how far the check has progressed.
Module · 5F Labels
Mark internal work steps, invisible to external parties
With 5F Labels, you add coloured labels to documents, tasks and checklist items. Your team sees at a glance what has been reviewed, what is still missing and who is handling it.
Data stored in Germany · Built for professionals bound by confidentiality · No charge for external parties · Developed in-house in Regensburg · Free trial after the demo
The status quo
The internal status lives in emails, file names and people's heads
The status of a case shows all participants whether something is open, in progress or closed. Anything still pending internally, by contrast, is noted in passing: as an abbreviation in the file name, a quick message in the chat or a note in a separate list. Next time, nobody can reliably tell whether a document has already been reviewed and who was responsible.
5F Labels replaces these side channels with your own labels, attached directly to the item.
In brief
Labels in 5F
Labels are coloured markers on individual items: on a document, a task or an item in a checklist. An item can carry several labels at once, and each one can be removed again.
Labels are visible only within your organisation. Clients, customers and external parties never see them.
A set of global labels is available from the start. If they are not enough, your organisation adds its own, each with a suitable colour and symbol so they stand out immediately in long lists.
Keywords
FYIin reviewreviewedto discussmissingimportant
Departments
AccountingITMarketing
Colleagues
Wagner_FYIKunze_discuss
In practice
What you can use labels for
You choose the names yourself. These examples show which work steps labels can represent.
Collect documents for signature
The ‘to sign’ label marks documents from different projects and data rooms. You bring them all together on screen instead of searching for each one individually.
Responsible department
Labels such as ‘Accounting’, ‘IT’ or ‘Marketing’ show which area a case belongs to.
Responsible person
An abbreviation such as ‘Wagner_FYI’ passes an item to a colleague for information.
Missing documents
The ‘missing’ label marks items where something is still outstanding, even if the case otherwise looks complete.
Your own in-house terms
In-house abbreviations that everyone knows become a single label with the same meaning for everyone, rather than going by a different name in each department.
Four steps
How to work with labels in 5F
Create labels centrally
New labels are created centrally in the administration area, with a name, colour, symbol and an explanation for the tooltip. Global labels are available from the start, such as ‘applicable’, ‘not applicable’, ‘reviewed’ and ‘to sign’. Because only administrators create new labels, you do not end up with five variants of the same term.
Label items
Click ‘Add label’ below the title to open the selection and apply one or more labels. This works for checklist items, for documents in the document overview and the document preview, and for tasks. Clicking the cross on a label removes it again.
Find items again with the label search
To open the label search, click the label icon in the menu bar. It lists all labelled items, regardless of which project, data room or checklist they are in. You can filter by label, workflow and type, and use free-text search as well.
Analyse usage and tidy up
The statistics show how often each label is used, as a bar chart and as a word cloud. Both are clickable and filter the results list directly. Labels that hardly anyone uses are removed in the administration area and make room for new ones.
Want to see labels in your own processes?
In 45 minutes, we show you the module in action. You can then start the trial straight away if you wish.
Benefits at a glance
What 5F Labels does for you
- Visible only internallyLabels appear only to members of your organisation; nothing changes in the view for clients, customers and external parties.
- Consistent termsBecause labels are created centrally, everyone uses the same name for the same work step.
- One place for labelsThe label search brings labelled items from projects, data rooms and checklists together in a single view.
- Several labels per itemAn item can carry several labels at once, such as responsibility and review status side by side.
- Evidence of usage, not assumptionsThe statistics show which labels are actually in use and which ones you can remove.
- Clearly licensed5F Labels is included in the Custom licence and available as an add-on to the Team licence, regardless of how many labels you create.
What are labels?
Labels are freely definable markers that teams use to tag individual objects in software, such as documents or tasks. Unlike a fixed status field, labels are named by the users themselves, and several can be assigned to the same object. This makes it possible to show work steps that have no dedicated field, for example an internal review or a responsibility. In 5F, the label function is a module of the platform and is visible only to members of your own organisation.
Internal marking without and with labels
| Merkmal | Without a label function | With 5F Labels |
|---|---|---|
| Internal status | Only the shared status field, which external parties can also change | An additional label that is set and read internally |
| Your own terms | In-house abbreviations live in emails, chats and file names | Your own labels with colour, symbol and a tooltip explanation |
| Responsibility | A quick word, a mailing list or a list kept outside the platform | Label per department or person, directly on the item |
| Finding items across workflows | Each project and data room has to be checked one by one | The label search lists all labelled items in a single view |
| External visibility | Internal notes sit in places that participants can also see | Labels stay internal |
| Analysis | No data on which labels are actually used | Label usage statistics with bar chart and word cloud |
Get started
See 5F Labels in action
In a short online demo, we show you the module in action and discuss your requirements.
- After the online demo, you can try 5F free of charge for 30 days.