Feature Availability 

Vtiger Editions: One Pilot | One Growth | One Professional | One Enterprise | One AI

Introduction

Tags help you organize and identify records using words or short phrases. They provide a flexible way to categorize records based on business requirements. You can:

• Add one or more tags to a record.
• Search and filter records using tags.
• Create lists of records based on tags.
• Use tags to group records for specific business activities, such as campaigns.

For example, a sales team meets several prospects at a trade show. The team can add the tag Trade Show Leads to those lead records. Later, the team can use the tag to find these leads and create a list for a follow-up campaign.

Types of Tags

Vtiger provides two types of tags:

• Private Tags – Tags that are visible only to the user who creates them.
• Shared Tags – Tags that can be accessed by other users in the organization.

By default, newly created tags are private. Users can share a tag by enabling the Shared Tags option.

Creating a Tag

First, add tags in the CRM before you can use them to organize your data. Follow these steps to create a tag:

1. Log in to the CRM.
2. Click the User Menu in the top-right corner of the screen.
3. Go to My Preferences. The My Preferences page opens.
4. Click My Tags. 
5. Click +Add Tag.
6. Provide the tag name.
7. Enable the Share Tags checkbox to make the tag public.
8. Click Save. 

A new tag will be created and linked to the selected records.
You can also create tags directly from List View and Summary View. See Adding Tags from List View and Adding Tags from Summary View.  

Converting 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. Log in to the CRM.
2. Click the User Menu in the top-right corner of the screen.
3. Go to My Preferences. The My Preferences page opens.
4. Click My Tags.
5. Hover over a particular record in the List View.
6. Click Edit.
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. Log in to the CRM.
2. Click the User Menu in the top-right corner of the screen.
3. Go to My Preferences. The My Preferences page opens.
4. Click My Tags.
5. Hover over a particular record in the List View.
6. Click Edit.
7. Type your preferred tag name.
8. Click Save. 

Your tag name will be renamed.

Deleting a Tag

You can delete private tags you created. To delete a shared tag, make sure you created it and that it has no associated records.
Follow these steps to delete a tag:

1. Log in to the CRM.
2. Click the User Menu in the top-right corner of the screen.
3. Go to My Preferences. The My Preferences page opens.
4. Click My Tags.
5. Hover over a particular record in the List View.
6. Click Delete. The confirmation message appears.
7. Click Yes. 

Your tag will be deleted.

Adding Tags from List View

Users can create or add tags directly from a module's List View.
Follow the steps below to add tags from the List View:

1. Log in to the CRM.
2. Go to the main Menu.
3. Select your desired module. For example, Contacts. The List View opens.
4. Select the records to which the tag must be added.
5. Click the Tag icon.
6. Select an existing tag or create a new tag.
7. Click Add Tag.

The selected tag is added to the records, and you can view it in the List Filter.

Note: The tag list includes both My Tags and Shared Tags.

Creating a List Using Tags

Users can create a custom list to display records associated with a specific tag. Follow the steps below to create a list using tags from the List View:

1. Log in to the CRM.
2. Go to the main Menu.
3. Select your desired module. For example, Contacts. The List View opens.
4. Click the List drop-down.
5. Click + next to the Search for list field.
6. Enter a name in the List Name field.
7. Enable Set as Default if the list must be the default list.
8. Select the default sort column and sort order.
9. Select the columns to display and arrange them in the required order.
10. Click Next.
11. Under All Conditions or Any Conditions, select Tags as the field.
12. Enter the tag name as the condition.
13. Click Save to create the list.

To share the list:

12. Click Next.

13. Select the users or roles with whom the list must be shared.

14. Click Save and Share.

The list displays records associated with the selected tag.

Adding Tags from Summary View

Users can also create or add tags from a record's Summary View.
Follow these steps:

1. Open a record from the module's List View.
2. In the Summary View, click the More icon next to the record name.
3. In the Tags section, click +.
4. Select an existing tag or enter a name to create a new tag.
5. Click Add Tag.

The tag is added to the record.

Note:

• A Tag added message appears after a tag is added.
• You can add multiple tags at the same time. Separate the tag names with commas.

Unlinking a Tag

Users can remove a tag from a record from the record's Summary View or Deep Dive View.
Follow these steps:

1. Open the record from the module's List View.
2. In the Summary View, click the More icon next to the record name.
3. In the Tags section, click the X icon next to the tag.

The tag is unlinked from the record. Unlinking a tag does not delete the tag itself.