Tags & Organization

Custom tags, source tracking, and filtering for your transcriptions.

Tags help you organize your transcriptions. VivaDicta has two types: source tags that are assigned automatically, and custom tags that you create yourself.

Source Tags

Source tags are added automatically based on where the transcription was created:

In-App — recorded in the main VivaDicta app.
Keyboard — recorded via the keyboard extension.
Share Extension — received from another app via the share sheet.
Action Extension — received via the action extension.
Mac — synced from the macOS VivaDicta app.
YouTube — transcribed from a YouTube video in the macOS VivaDicta app.

Custom Tags

Create your own tags with a name, color, and SF Symbol icon. Go to Settings → Organization → Tags and tap Add Tag. Choose a name, pick a color from the presets or custom color picker, and select an SF Symbol icon.

Assigning Tags

There are several ways to assign tags to transcriptions:

From the transcription detail view using the bottom action bar.
By tapping the tag chips on a transcription.
In bulk by entering selection mode in the history list and assigning tags to multiple transcriptions at once.

Filtering by Tags

The main list shows a horizontal chip bar for filtering. Tap one or more tags to filter your transcriptions. Within the same tag group (e.g., multiple custom tags), filtering uses OR logic — a transcription matches if it has any of the selected tags. Between source and custom tag groups, filtering uses AND logic — a transcription must match both groups.

Protecting Notes From Auto-Delete

If you have auto-delete turned on under Settings > Storage, notes are cleaned up after the retention period you chose. A tag can opt out of that: mark it Never Auto-delete and any note carrying it survives the sweep, keeping its audio as well as its text.

Auto-delete stays on for everything else, so this is a way to keep the cleanup aggressive for day-to-day dictation while a tag like Keep or Reference holds on to the notes that matter. Set it in the tag editor, or from the Never Auto-delete row under Settings > Storage.

iCloud Sync

Tags and their assignments sync between iOS and macOS via iCloud. Tags you create on one device appear on all your devices.

History — browse and search your transcription library.