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Tags Management

Tags provide a flexible way to categorize and organize contacts, campaigns, and other records. Use tags to create custom groupings, track attributes, and improve searchability across your system.

Overview​

Tags help you:

  • Organize records with flexible labels
  • Create custom categorizations
  • Improve search and filtering
  • Track behaviors and attributes
  • Segment audiences effectively
  • Automate based on tag presence

Understanding Tags​

What Are Tags?​

Tags are labels you can attach to records:

  • Simple text labels
  • No hierarchical structure
  • Multiple tags per record
  • Color-coded for visibility
  • Searchable and filterable

Tags vs Other Organization Methods​

  • Tags: Flexible, multiple labels
  • Categories: Single, hierarchical
  • Custom Fields: Structured data
  • Groups: Membership-based
  • Segments: Dynamic queries

Creating Tags​

Adding New Tags​

  1. Navigate to Settings > Tags
  2. Click Create New Tag
  3. Enter tag details:
    • Name: Clear, descriptive label
    • Color: Visual identification
    • Description: Optional context
    • Category: Group related tags

Tag Naming Best Practices​

  • Use consistent naming conventions
  • Keep tags short and clear
  • Avoid special characters
  • Use lowercase for consistency
  • Create meaningful names

Tag Categories​

Organize tags by type:

  • Source Tags: Lead origin
  • Status Tags: Current state
  • Interest Tags: Preferences
  • Behavior Tags: Actions taken
  • Internal Tags: Team use only

Tag Management​

Tag List View​

The tag list displays:

  • Tag name and color
  • Usage count
  • Created date
  • Last used
  • Category
  • Actions

Bulk Tag Operations​

  • Merge similar tags
  • Delete unused tags
  • Export tag list
  • Import tags
  • Rename tags

Tag Cleanup​

Regular maintenance tasks:

  • Remove duplicate tags
  • Standardize naming
  • Archive old tags
  • Merge similar tags
  • Update descriptions

Applying Tags​

Manual Tagging​

Single Record​

  1. Open record (contact, deal, etc.)
  2. Click Add Tag field
  3. Type to search existing tags
  4. Select or create new tag
  5. Save changes

Bulk Tagging​

  1. Select multiple records
  2. Choose Bulk Actions > Add Tags
  3. Select tags to apply
  4. Confirm application
  5. Review results

Automatic Tagging​

Rule-Based Tagging​

Create rules to auto-apply tags:

  • Form submissions
  • Email interactions
  • Page visits
  • Purchase behavior
  • Score thresholds

Workflow Tagging​

Add tags in automations:

  • Welcome series tags
  • Engagement level tags
  • Customer journey tags
  • Status update tags
  • Time-based tags

Import Tagging​

Apply tags during import:

  • Map tag columns
  • Create tags on import
  • Apply to all imports
  • Conditional tagging
  • Validation rules

Using Tags​

Search and Filter​

  • Type tag name in search
  • Auto-complete suggestions
  • Multiple tag search
  • Exclude tags
  • Save searches

Advanced Filtering​

Filter records by tags:

  • Has any of these tags
  • Has all of these tags
  • Doesn't have tags
  • Tag combinations
  • Date tagged

Segmentation​

Create segments using tags:

  • Single tag segments
  • Multiple tag logic
  • Tag + other criteria
  • Dynamic updates
  • Exclusion rules

Campaign Targeting​

Use tags for:

  • Email list building
  • SMS campaigns
  • Audience selection
  • Content personalization
  • A/B test groups

Tag Display​

Visual Indicators​

Tags appear as:

  • Colored badges
  • Inline labels
  • Tag clouds
  • List items
  • Filter chips

Tag Colors​

  • Custom color selection
  • Color significance
  • Consistency across system
  • Accessibility considerations
  • Color blindness support

Tag Limits​

  • Maximum tags per record
  • Character limits
  • Display limitations
  • Performance considerations
  • Best practices

Tag Analytics​

Usage Reports​

Track tag effectiveness:

  • Most used tags
  • Tag growth over time
  • Tags by record type
  • User tagging patterns
  • Tag combinations

Performance Analysis​

  • Campaign performance by tag
  • Conversion rates by tag
  • Engagement by tag
  • Revenue by tag
  • Retention by tag

Tag Insights​

  • Discover tag patterns
  • Identify redundant tags
  • Find missing tags
  • Optimization opportunities
  • Trend analysis

Advanced Tag Features​

Smart Tags​

Automatically applied based on:

  • Behavioral patterns
  • Calculated scores
  • Time-based rules
  • External data
  • AI predictions

Tag Hierarchies​

While tags are flat, organize with:

  • Naming conventions
  • Color coding
  • Categories
  • Prefixes
  • Documentation

Tag Inheritance​

  • Parent-child relationships
  • Campaign to contact
  • Deal to contact
  • Company to contact
  • Custom inheritance

Best Practices​

Tag Strategy​

  • Plan tag structure
  • Document tag meanings
  • Train team members
  • Regular audits
  • Consistent application

Tag Governance​

  • Approval process
  • Naming standards
  • Usage guidelines
  • Access controls
  • Quality checks

Performance​

  • Limit active tags
  • Archive unused tags
  • Optimize tag queries
  • Index tag fields
  • Monitor impact

Common Use Cases​

Lead Management​

  • Lead source tracking
  • Lead quality scoring
  • Interest indicators
  • Engagement level
  • Sales stage

Customer Service​

  • Ticket categories
  • Priority levels
  • Issue types
  • Resolution status
  • Customer sentiment

Marketing​

  • Campaign participation
  • Content preferences
  • Channel preferences
  • Buyer personas
  • Lifecycle stage

Sales​

  • Deal stages
  • Opportunity size
  • Competition tracking
  • Win/loss reasons
  • Product interest

Troubleshooting​

Common Issues​

  • Tags not showing: Check permissions
  • Duplicate tags: Use merge tool
  • Slow tag search: Reduce tag count
  • Tags not syncing: Verify integration
  • Missing tags: Check filters