Use Tags to Organize Contacts and Companies

Tags are not just for notes. Tagging is a powerful yet very flexible feature to organize your contacts and companies as well. You can add multiple tags to each record and use these tags to create filtered lists for specific purposes. Depending on your needs, you may consider using tags to show different properties of a company or contact like the industry, region, relationship type, business size, role and many others. 

Tags are shared by all users in your team and the same tags can be applied to both companies and contacts. However, tags applied to companies and contacts are different from custom tags applied to notes.

Creating Tags For Use in Contacts and Companies

Before using a tag, you must first define it. The tag list is shared. Once a tag is defined, any user in your team can see it in the list of available tags and add it to their contacts and companies. To create a tag:

• Click the tag symbol next to the search box, then click the first tab (Tags) under it.
• Click the new tag button.
• Write a tag name and choose its color.
• Save.

While any user can create new tags, deleting a tag requires system administrator privileges. If you are a system administrator, you can delete a tag by clicking the delete icon that appears when you hover it in this window. Deleting a tag alone will remove the tag from all records, but will not delete the records themselves, unless you also tick the option to delete all items with that tag. Use caution with using this option, as it is irrevocable.

Adding and Removing Tags

To add or remove tags to a company or contact:

• Click the contact or company name to open it.
• Click the Add tags button.
• Select and deselect tags as needed. You can also create new tags at this step.
• Click the Apply button.

Quickly Viewing All Contacts and Companies with a Certain Tag

Suppose you have tagged your contacts and companies to show the industries they work in. The industry tags you have created include [Architecture], [Building Materials], [Construction], [Real Estate] and [Other]. Each of your companies and contacts have one or more of these tags.

To quickly pull up a list of all contacts and companies in construction industry:

• Click the tag icon next to the search bar.
• Click on the [Construction] tag.

Viewing Records with A Combination of Tags

You can also quickly pull up more filtered results with tag combinations. Suppose you have a [Decision Maker] tag you add to contacts who have the authority to make purchase decisions in their organizations. To get a list of all decision makes in the construction industry:

• Click the tag icon next to the search bar.
• Tick the checkboxes next to [Construction] and [Decision Maker].
• At the bottom of the window, select “All of the selected”. This will select only records that have both [Construction] and [Decision Maker] tags.
• Click the Apply button.

Using More Complex Filters

You can use tags together with other options to build more complex filters. Use the custom lists feature to do this. For example, to get a list of all decision makers who have not been contacted in more than 3 months:

• Go to the Contacts page
• Click the New List button.
• In the popup, first click Tags and select [Decision Maker].
• Then click last activity and select “More than 3 months”.
• Click the Apply button.