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Tags

The tags are colored labels shared at organization level. They classify tasks, projects, contacts, tickets, opportunities, appointments and other entities with immediate visual semantics: urgency, work area, sales stage, channel, customer type. Unlike structured fields, tags are lightweight to apply and ideal for filtering, grouping in Kanban, and aligning the team on a common vocabulary.

What they are and why to use them in the CRM

A tag does not replace connections or mandatory fields: it complements them. Examples:

• Urgency: «Urgent», «Blocking», «Low priority».
• Stage or area: «Customer kickoff», «Renewal», «Bug», «Feature request».
• Channel or campaign: «LinkedIn», «Q2 Webinar», «Word of mouth».
• Customer segmentation: «Enterprise», «SMB», «Partner».

With tags you build personal views without duplicating entities: the same task list, filtered by «Urgent» in the daily stand-up, or grouped by tag in Kanban to see workload by area.

Global tags or dedicated to an area

Each tag can be used in two ways:

• Global (all entities) — if you do not limit visibility, the tag appears in the menu of all organization record types: tasks, projects, contacts, tickets, opportunities, appointments and other entities that support tags. Ideal for cross-cutting classifications («Urgent», «Enterprise», «To call back») that should apply everywhere.
• Dedicated to one or more areas — you can limit the tag to certain entities only (tasks only, tickets only, opportunities only…). This keeps the tag menu clean in each area: e.g. «Level 1 / Level 2 / Level 3» on tickets only, or «Design / Development / QA» on tasks only, without cluttering the contact directory.

The choice is set on the Tags settings page (see below) or when editing a tag: Visible on field. Leave empty = global tag; select one or more entities = tag dedicated to those areas.

Designing the tag system

Before creating dozens, define a taxonomy with the team:

• A few multi-purpose tags (5–15) are worth more than hundreds of unique labels.
• Consistent colors: red = urgency, blue = waiting on customer, green = completed internally.
• Document the meaning (e.g. in an internal page or team guide): what distinguishes «In progress» from «In review»?
• Use global tags for what is needed everywhere; dedicated tags for department- or module-specific vocabulary.

Assign a tag to an entity

1. Open the record (modal or full page).
2. In the top bar, click the tag icon.
3. The menu opens with the list of tags available for that entity and a search field.
4. Click the desired tag: it appears as a colored badge below the title (Data tab) and remains visible in Kanban and list views where supported.
5. You can assign multiple tags to the same entity.

To remove a tag from the record, click the X on the badge — the tag remains available for other records.

Create a new tag from the record

Requires organization member permissions.

1. Tag icon → in the search field type a name not yet in the list.
2. The option New tag with «…» appears: open the submenu and pick a color from the palette (background, text and border update in preview).
3. Confirm: the tag is created for the organization and applied immediately to the current entity. By default it is global (visible on all entities); to limit it to an area use the settings page described below.

Tags you create are immediately visible to colleagues in the tag menu on their respective records (respecting global or dedicated scope).

Tags settings page

To manage all organization tags in one place — name, color, visibility per entity and menu order — open the dedicated page:

• Settings → Directory → Tags tab/card, or
• from Task, Ticket, Sales and other area settings that show the same Tags tab, or
• from the organization sidebar, Tags menu item (if available in your profile).

The page shows a table of all tags: color preview, Visible on column («All entities» or the list of dedicated areas), author and creation date.

Sorting tags

Drag rows using the bars icon on the left to set the order tags appear in the menu when assigning a tag to a record. Put the most used tags at the top. When done click Save at the bottom of the page: the order applies to the whole organization.

Edit a tag from the page

Click a table row: the edit modal opens. You can change:

• Tag Title (updates on all records using it).
• Color from the palette.
• Visible on: leave empty for global tag, or select one or more entities to limit it to that work area.

Save in the modal. To delete a tag use the red button in the modal: the tag disappears from all records that used it (confirmation required).

Edit or delete from the pencil icon in the menu

From the tag menu on an entity record, authorized members see the pencil icon next to each existing tag:

• Edit: opens the same modal as the settings page (name, color, visibility). The change propagates to all entities using that tag.
• Delete: removes the tag from the organization. Use with caution on historical tags.

Filter and group

• Task / project Kanban (Large plan): Group by → Tag menu — each column is a tag, ideal for boards by area or priority. See Tasks guide → Views.
• Advanced filters (Large plan): condition on the Tag field with one or more values — e.g. all tickets with tag «Bug» and «Production».
• Lists and saved views: combine tags with owner, due date or connections for operational views (e.g. «My urgent tasks for customer X»).

Processes and best practices

• Ticket triage: tags «Level 1 / Level 2 / Level 3» on tickets only; Kanban grouped by tag to distribute workload.
• Sales pipeline: tags «Hot / Warm / Cold» on opportunities, in addition to stage; filters for weekly calls.
• Project delivery: tags «Design / Development / QA» on tasks only; stand-up filtered by tag for your stream.
• Periodic cleanup: review duplicate or unused tags from the settings page; align colors after rebranding.

Tags describe how to classify; Connections describe who and what is linked. Use them together for a readable, filterable CRM.