CRM (Basic): Create & Apply Tags

Color-coded for quick recognition and 2-3 words long, tags help you filter your client accounts, contacts, time entries and tasks. They differentiate an item from others and make it easy to locate similar ones with the same tag. You can apply tags either manually or via pipeline automations.

Covered here:

• Creating tags
• Editing tags
• Applying tags to client accounts during import
• Applying tags to client accounts as pipeline automations
• Assign tags depending on organizer answers
• Using tags to create conditional rules in your pipeline
• Applying tags to client accounts manually
• Bulk tagging client accounts
• Applying tags to contacts
• Applying tags to tasks
• Applying tags to time entries
• Filtering by using tags
• Quickly filtering your account list by selecting a tag
• Filtering your account list by selecting or excluding tags
• Filtering your task list by selecting several tags or no tags
• Deleting tags

Creating tags

Tags can be created by a firm owner, admin or any employee with access rights to manage tags. Here’s how to make a tag:

1. You have three options for the first step:

• Go to Settings, select Tags in the menu bar, then click on the Create tag button.
• When setting up the conditions or automations inside the pipelines, click the Add new tag link.
• When creating or importing accounts, type in the name of the tag you need in the Tags field. If no tags are available, you will see the Create tag link. Click on that.

2. Select the color for the tag from the drop-down menu, enter the name for the tag, then click on the Save button.

Editing tags

Edit tags whenever you want. They can be edited by a firm owner or any team member with access rights to manage tags.

1. Go to Settings, then Tags, click on the three dots to the far right of the tag, then select Edit.

2. Change either the name or the color of a tag, or both. Changes are automatically saved.

Applying tags to client accounts during import

While importing a client list to TaxDome, select the tags you want to apply to the accounts you are moving to TaxDome.

Bulk tagging client accounts

When you need to apply tags to multiple client accounts, bulk-tag them rather than applying a tag at a timeto get the job done faster:

1. Go to Clients, then select the checkboxes next to the client accounts you want to tag. To select all clients, click the uppermost checkbox.

2. Click on the MANAGE TAGS button.

3. You’ll see a list with all your tags. For each tag, select one option:

• Do nothing: The tag won’t be assigned to the account. If an account already has a tag, it will remain.
• Assign to all: The tag will be assigned to all selected accounts.
• Remove from all: If any of the selected accounts have a tag, it will be removed.

4. Click ASSIGN TAGS.

Applying tags to client accounts manually

You can apply a tag to an account while creating it or at a later point. To assign one or more tags to an account, follow these steps:

1. Go to Clients, open the client account profile, select Info in the menu bar, then click on the Edit button. You’ll see all tags applied to the account under the Tags.
2. Click on Tags to open the drop-down with available tags. Pick as many as needed, click on the Continue button and then click Save.

You can see all tags applied under the Info tab of each client's account or in the Clients list. If a client account has been given several tags, only the first is visible in the list. Hover your mouse over the bubble showing the number of tags to see the other ones.

Applying tags to contacts

You can apply tags to contacts while adding or editing them.

Applying tags to tasks

Tags can be added while creating or editing a task and are ultimately useful in sorting tasks.

You’ll be able to view all assigned tags in your Tasks list. If a task has more than one tag, only the first is visible in the list. Hover your mouse over the bubble showing the number of tags to see the other tags.

Applying tags to time entries

Tags might also help you organize time entries; they can be added when creating or editing them.

To see all tags assigned to your time entries, go to Invoices, then open the Time Entries tab.

Filtering by using tags

Tags come in handy when you need to look for specific kinds of clients, contacts or tasks. For example, you quickly want to find all clients who need a Form 1040 or Form 5471 prepared. There are two ways to filter:

• Quickly filtering your account list by selecting a tag
• Filtering your account list by selecting or excluding tags
• Filtering your task list by selecting several tags or no tags

Quickly filtering your account list by selecting a tag

To filter by choosing a tag:

1. Go to Clients, then select the All Accounts or Clients tab.

2. Click on any tag.

You’ll then see all client accounts and contacts with that tag.

Filtering your account list by selecting or excluding tags

If you want to filter your account list by choosing or excluding tags, follow these steps:

1. Click on the Filter button, select Contains or Does not contain, then choose the tags. Here’s how it works:

• Contains shows a list of accounts with the tags you selected
• Does not contain shows a list of accounts without the tags you selected

2. Click Apply.

Note the following:

• In the Filter window, go to the Tags pull-down to find previously assigned tags. If tags haven’t been assigned, you won’t see any.
• The NO TAGS option in the Tags pull-down lets you find all accounts with no tags (use it with the Contains option) or all accounts with at least one tag (use it with the Does not contain option).

Filtering your task list by selecting tags or no tags

If you want to filter your task list by choosing tags, follow these steps:

1. Click on the Filter button, then select the tags you want to see.

2. Click Apply.

The list of tasks will then be narrowed to ones only with the tags you’ve selected.

Note the following:

• In the Filter window, you’ll see a tag in the TAGS pull-down only if it is applied to at least one of the tasks.
• If you select two tags, the tasks with either of those two tags will be displayed.
• If you need to find all tasks with no tags, select the NO TAGS option in the Tags pull-down of the Filter window.

Deleting tags

Tags can be deleted by a firm owner, admin, or an employee who has access rights to manage tags. Here are the steps:

1. Go to Settings in the Tags section. In the Users column, you'll see the number of users for each tag. 
2. Click on the three dots to the far right of the tag, click Delete, then confirm.