How to customize and apply Tags

Tags are a quick and simple way to segment or group your contacts. Once a tag is assigned to a contact you can easily search and filter your contacts based on tags for a fast and efficient way to work with a selected group of contacts.

In this article:
Add/Edit/Remove Tags Assign/Unassign Tags to contacts
Remove unused Tags Enable/Disable the Tags Sync across all contacts within an organization
Create a Tag Group Filter your contacts by their Tags

Add/Edit/Remove Tags

Add Tags Edit Tags Remove Tags

Add Tags

1
From the Action Stream page or the Contacts page → hover with the cursor over Tags in the left-hand side menu → click on the 3-dots menu → select Add tag from the dropdown.

Action Stream | Hover over tags (left-hand side) and select the 3-dots menu | Add tag

2
In the Add tag pop-up window, type a new Tag name → click on Save.

Add tag pop-up window | type name of the new tag and click on Save.

Notes:

  • You can also create new tags when:
    • Selecting multiple contacts in bulk and assigning a new tag → select + Create "new tag".
    • Opening a Contact profile > click on Tags → start typing a new tag name and hit Enter on your keyboard to save it.
    • Importing new contacts to the CRM.
  • Here you also have the option to add this tag to a group, by toggling the slider.

Note: You can search for existing tags by expanding the Tags dropdown from the Action Stream or Contacts page and using the Search tags... box.

Action Stream | expand tags dropdown (left-hand side) | Search tags... box

Edit Tags

1
From the Action Stream page or the Contacts page → click on the Tags dropdown to expand it and hover over the tag you wish to edit → click on the 3-dots menu → select Edit Tag from the dropdown.

Action Stream | Hover over tags (left-hand side) and select the 3-dots menu | Edit tag

2
In the Rename tag pop-up window, update the existing Tag name → click Save.

Rename tag pop-up window | make adjustments as needed and click on Save.

Note: Here you also have the option to add this tag to a group, by toggling the slider.

Remove Tags

1
From the Action Stream page or the Contacts page → click on the Tags dropdown to expand it and hover over the tag you wish to edit → click on the 3-dots menu → select Delete Tag from the dropdown.

Action Stream | Hover over tags (left-hand side) and select the 3-dots menu | Delete Tag

2
In the Delete tag? pop-up window, select from which contacts you wish to delete the tag from → click OK.

Delete this tag from:
  • my contacts
  • all contacts

    • Delete tag? pop-up window | Select an option from the dropdown and click on Save.

    Notes:

    • If you select to delete a tag from all contacts it will also be removed from the CRM.
    • Deleting tags does not delete the contacts associated with this tag.
    • 200 tags will be displayed in filters and for bulk updates. However, if you have more than 200 tags these will not be displayed and cannot be selected when filtering or bulk updating. 
      • Tags over 200 stop being displayed in the Tags filter (left-hand-side) and cannot be selected when filtering or bulk updating. 

    Remove unused Tags

    Tags are an efficient way to segment your database but if you keep adding and removing contacts, you might notice that some tags are no longer used. Unused tags clutter the interface and can slow down your work.

    In OnePageCRM, there is an easy way to remove all unused tags in one setting.

    From the Action Stream page or the Contacts page → hover with the cursor over Tags in the left-hand side menu → click on the 3-dots menu → select Remove unused tags from the dropdown.

    Action Stream | Hover over tags (left-hand side) and select the 3-dots menu | Remove unused tags

    Notes:

    • To save time, you can add and/or remove Tags from multiple contacts. See details here.
    • You can also enable Tag Sync across the organization to ensure that all your tags are in order.

    Create a Tag Group

    You can easily categorize your tags by sorting them into groups.

    Add Tag Groups
    1
    From the Action Stream page or the Contacts page → hover with the cursor over Tags in the left-hand side menu → click on the 3-dots menu → select Add group from the dropdown.

    Action Stream | Hover over tags (left-hand side) and select the 3-dots menu | Add group

    2
    In the Group pop-up window, type a new Group name → click Save.

    Tag Group pop-up window | Add Group name and click Save.

    Notes:

    Ungroup Tags

    From the Action Stream page or the Contacts page → click on the Tags dropdown to expand it and hover over the Tag Group you wish to ungroup → click on the 3-dots menu → select Ungroup from the dropdown.

    Action Stream | Expand tags dropdown (left-hand side) | Hover over tags group and select the 3-dots menu | Ungroup

    Rename Tag Groups
    1
    From the Action Stream page or the Contacts page → click on the Tags dropdown to expand it and hover over the Tag Group you wish to ungroup → click on the 3-dots menu → select Rename Group from the dropdown.

    Action Stream | Expand tags dropdown (left-hand side) | Hover over tags group and select the 3-dots menu | Rename Group

    2
    In the Group pop-up window, rename the Group → click Save.

    Tag Group pop-up window | Update Group name and click Save.

    Assign/Unassign Tags to contacts

    Update the Tags for individual contacts Update the Tags for contacts in bulk

    Update the Tags for individual contacts

    1
    Open the appropriate contact → In the Contact profile section at the top, click on Tags to expand them.

    Contact Profile | expan tags field in the contact details section at the top

    2
    Here you can:
  • Add a tag by typing the name in the tags field.

    • Contact Profile | expand tags field in the contact details section at the top | Add a tag by typing the name in the provided field.

  • Remove an assigned tag, by selecting the x icon.

    • Contact Profile | expand tags field in the contact details section at the top | remove a tag by selecting the x icon next to the appropriate tag.

  • Create and assign a new tag by typing the name in the tags field and hitting Enter on your keyboard.

    • Contact Profile | expand tags field in the contact details section at the top | Add a new tag by typing the name in the provided field and hit enter.

    Update the Tags for contacts in bulk

    1
    Select the appropriate contacts or organizations from any list view within the CRM → in the bulk update menu at the top → click on Tags.
    2
    Here you can:
  • Add a tag → click Apply

    • Action Stream | Bulk update menu l click on Tags | Select the appropriate checkbox for the tag(s) | Click Apply.

  • Remove an assigned tag → click Apply

    • Action Stream | Bulk update menu l click on Tags | deselect the appropriate checkbox for the tag(s) | Click Apply.

  • Create and assign a new tag, by typing it in the search box at the top → select + Create "tag" → click Apply

    • Action Stream | Bulk update menu l Type a new tag in the search field and click on + Create

    Notes: 

    • The minus (-) icon indicates that at least one of the selected contacts has this tag assigned.
    • The minus (+) icon indicates that all of the selected contacts have this tag assigned.
    • If the box is empty it indicates that none of the selected contacts have this tag assigned.
    • If you have more contacts than the default number of contacts loaded in your settings, and you want to bulk update all of them, you can do so by clicking on the Select: all # contacts in filter link in the text that appears at the bottom of bulk update menu.
    • If a contact is updated as a part of a bulk update, this is not recorded when you run the Last activity filter in Advanced search.
    • This update cannot be undone.
    • See here the reasons why some of the contacts selected in bulk have not been updated.

    Enable/Disable the Tags Sync across all contacts within an organization

    You can find all the details on how to sync Tags by default for new organizations here.

    Set Tags Sync for individual organizations Set Tags Sync for multiple organizations in bulk

    Set Tags Sync for individual organizations

    1
    Open the appropriate contact → select the pencil icon to edit the contact.

    Contact Profile l Select the pencil icon to edit the contact.

    2
    Scroll down to the Tags field → select the checkbox to the left of the field.
  • ticked - means the sync is enabled
  • unticked - means the sync is disabled

    • Edit Contact info | scroll down to Tags field | select the checkbox to enable the sync.

    Note: Updating the Tags of any contact within the organization will automatically update the tags of the other contacts within the same account.

    Set Tags Sync for multiple organizations in bulk

    1
    Select the appropriate contacts or organizations from any list view within the CRM → in the bulk update menu at the top → click on the 3-dots menu → select Advanced updates... from the dropdown.

    Action Stream | bulk update | Advanced updates...

    2
    In the Advanced bulk updates pop-up, select Sync Tags from the first dropdown → in the Set to select if you wish to enable or disable the sync from the drop-down → Apply.
  • Sync ON - Will enable the Tag Sync for the selected contacts.
  • Sync OFF - Will disable the Tag Sync for the selected contacts.

    • Advanced bulk updates pop-up window | select Sync Tags | Apply

    Filter your contacts by their Tags

    There are 2 options to filter your contacts by their Status label.

    • You can use the predefined filters on the Action Stream or Contacts page in the left-hand side menu → expand the Tags dropdown and select the appropriate one.

    Action Stream | Tags dropdown (left-hand side)

    • Alternatively, you can create a filter with multiple criteria including Tags.

    Filter pop-up window | Choose Tag from the first dropdown and make your selections.

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