Tagging records

Introduced in 2024

Updated in 2024.2

Tags are colored labels used for multi-category classification. In addition to traditional types and categories, tags may provide more depth and context to data. This article explains how to apply, enable/disable, and manage tags for records, enhancing data classification and retrieval.

Before you can apply tags, they need to exist. Tags are typically created by an administrator in the Tag Management section section of the Admin Center. However, if you have a special permission, you can create a new tag directly from the detail form and apply it immediately.

You can apply, create, enable/disable, or manage tags in two contexts:

• Single-object actions: From the detail form.

• Bulk actions: From a data view, where you can tag multiple records simultaneously.

Apply tags

To tag a record:

1. Open a record.

2. On the General tab, locate the Categorization section and click inside the Tags field to open the drop-down list of available tags.

3. Choose the desired tag from the list.

4. Save your changes.

NOTE: This action is available only to users with the Modify permission on the object class.

Create tags from object detail forms

When you have the Add New Tags permission, you cam quickly create tags right from object forms.

To create tags on the fly:

1. Open a record..

2. In the General tab, locate the Categorization section and click inside the Tags section to open the drop-down list of available tags.

3. Click + Create tag.

4. Provide the tag name and select a background color.

5. Click the check icon to save the new tag. Once saved, the new tag will appear in the drop-down list and become available for selection.

NOTE: Users with the Tags administrative access permission can manage tags in the Workflow and Business Logic > Tag management section, where further customization options are available.

Manage tags for multiple records

You can perform tag operations on multiple records simultaneously, enabling bulk updates, additions, or removals of tags.

To bulk-tag multiple records:

1. In a data view, click the check boxes next to the records whose tags you want to manage.

2. Click Actions > Tags. The Tags sliding pane appears with the number of selected objects indicated at the top.

3. Select one of the following options to manage your tags:

   • Add new tags: This option lets you add additional tags to the selected objects without affecting existing tags. Use the drop-down list select or type the tags you want to add.

   • Replace existing tags with new ones: This option removes all current tags from the selected objects and replaces them with new tags of your choice.

   • Remove all existing tags: This option clears all tags from the selected objects, leaving them untagged.

4. Click Start to apply the changes. If you decide not to make changes, click Cancel to exit without saving.

NOTE: These actions require the Modify permission on the object class.

NOTE: Users with the Add New Tags permission can also create a new tag by clicking + Create tag, provide the tag name and selecting a background color. Once saved, the new tag will appear in the drop-down list and become available for selection.

NOTE: Users with the Tags administrative access permission can manage tags in the Workflow and Business Logic > Tag management section, where further customization options are available.

 

When performing bulk tag operations, some records may not be updated due to the following reasons.

• The records have a Closed, Retired, or Inactive status, preventing modifications.

• You do not have the necessary permissions to modify the selected records.

• The specified tags are already assigned to the records, so no changes are necessary.

Related Information:

Sorting records

Filtering records

Grouping records