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My Preferences - My Tags

In this article, you will learn about tags, how they work in the CRM, and other functionalities related to them.
R
Rashmi Kashyap
9 Sep, 2020 - Updated 1 year ago
Table of Contents

Introduction to Tags

Tags are an easy way of labeling a record using a word, or a short phrase. They are powerful tools that you can use to organize your data in ways that are more customized to your company. 

Using tags you can differentiate important records from the rest. Tags help you find records that are otherwise not easily searchable. You can also associate multiple tags with a record by using words separated by commas. 

 

Suppose your sales team has met prospective leads at an event, they can create a tag Sales Event 2015 Leads to list these leads. Later, you can easily search for these records using the tag and create a list for a campaign.


Types of Tags

Vtiger provides the following types of tags:

  1. Private Tags: These are your individual tags and only you can view the records associated with private tags.
  2. Shared Tags: These are shared tags among users in your Organization.

By default, all newly created tags will be private tags. You can make the tags accessible to others by sharing them.


Creating a Tag

First, you need to add tags in the CRM before you can use them to organize your data.

Follow these steps to create a tag:

  1. Click the User Menu on the top right corner of the screen.
  2. Click the Settings button.
  3. Go to My Preferences.
  4. Click My Tags
  5. Click the +Add Tag button.
  6. Provide the tag name.
    • To make the tag public, enable the Share Tags checkbox.
  7. Click Save. 

A new tag will be created and linked to the selected records.

 

Note: You can also create and add tags in the CRM from the List View and the Summary View. Jump to this section to know more.

 


How to convert a private tag to a shared tag?

You can convert a tag from a private tag to a shared tag by following these steps:

  1. Click the User Menu on the top right corner of the screen.
  2. Click the Settings button.
  3. Go to My Preferences.
  4. Click My Tags
  5. Hover over a particular record in the List View.
  6. Click the Edit icon.
  7. Enable the Shared Tags checkbox.
  8. Click Save.

Your tag is now public.

 

Note: To change a shared tag to a private tag, disable the shared tags checkbox. 

 


Renaming a Tag

You can rename a private tag by clicking the edit icon beside the tag name.

You can rename a shared tag only if there are no records linked to it except the tag owner’s records.

Follow these steps to rename a tag:

  1. Click the User Menu on the top right corner of the screen.
  2. Click the Settings button.
  3. Go to My Preferences.
  4. Click My Tags
  5. Hover over a particular record in the List View.
  6. Click the Edit icon.
  7. Type your preferred tag name.
    • You can make the tag public by enabling the Shared tag(s) checkbox.
  8. Click Save

Your tag name will be renamed.


Deleting a Tag

You can delete private tags created by you.

To delete any shared tag, make sure that it was created by you and it doesn’t have any records associated with it.

Follow these steps to delete a tag:

  1. Click the User Menu on the top right corner of the screen.
  2. Click the Settings button.
  3. Go to My Preferences.
  4. Click My Tags
  5. Hover over a particular record in the List View.
  6. Click the Delete icon.
  7. In the confirmation pop-up block, click the Yes button. 

Your tag will be deleted.


Other Ways of Adding a Tag

You have previously read about creating a tag in My Preferences’ settings. In this section, we will explain the other ways in which you can create tags.

You can create a tag from the List View and the Summary View.

  • From List View

    You can also add or create a new tag instantly from the List View of a module.
    Follow these steps to create a tag from the List View:

    • Select the record(s) that has to be tagged.
    • Click the Tag icon.
    • You can either create a new tag or select an existing tag from the list.
    • Click on Add Tag

A new tag will be created and linked to the selected records.

 

Note: 

  1. You will find the list of My tags and Shared tags in the Lists Drop-down.
  2. You can create lists based on tags.

To know more about List View, click here.

 


How to create a list of records that have the same tag?

You can create a list of tags and gather all the records related to that tag in one place.

Follow these steps to create a list of tags:

  1. Click the drop-down present on the left corner of the List View screen.
  2. Click the + button along the Search for list bar.
  3. Enter the name of the list in the List Name field.
  4. Enable the Set as Default button to set the list as default. 
  5. Choose the default sort column and sort order from the given options.
  6. Choose the columns and the order in which they have to be displayed.
  7. Click the Next button.
  8. When you click on All Condition or Any Condition drop-down, selects Tags as the field.
  9. Next, to choose the list condition, enter the name of the tag according to which the list has to be created.
  10. Click on Save to finish the List creation process or
  • Click on Next to continue.
  1. Enter the users or roles with whom you want to share the list with.
    • Add users only if you intend to share the list.
  2. Click Save and Share.
 
  • From Summary View

    Follow these steps to create a tag from the Summary View:

    • Select a record from the List View of the module.
    • Click on the More icon next to the record name in the Summary View.
    • Click the + icon in the Tags block.
    • You can select an existing tag from the list or create a new one by typing the name of the tag.
    • Click Add Tag
A new tag will be created and linked to the selected records.
 

Note: 

  1. Every time a tag is added, a message will pop-up on the screen saying ‘Tag added’.
  2. You can add multiple tags to a record at one go. Use commas to separate multiple tags.
 


Unlinking a Tag

You can unlink a tag from a record either from the Summary View or the Deep Dive View of the record.

Follow these steps to unlink a tag:

  1. Select any particular record from the List View.
  2. In the Summary View, click the more icon beside the record name.
  3. Under the Tags block, click the X icon of the particular tag.

The tag will be unlinked from the record.

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