Tags
Overview
Tags are labels for free categorisation. Unlike a custom field, which carries exactly one value per record, any number of tags can be attached to a record.
The rule of thumb for choosing: what every record has and what gets reported on is a field. What only some have, and what emerges in daily practice, is a tag.
Tags are maintained centrally here rather than invented in passing while capturing data. That prevents the sprawl of "Important", "important" and "IMPORTANT" that makes any evaluation worthless. The tag field on a record therefore suggests from this catalog; a new tag only comes into being there for users explicitly allowed to — and then visibly via "Create".
Core tasks
Create a tag. New tag requires a name and optionally a colour. The colour is not decoration: in daily use it is what makes a tag recognisable in a long list at all.
Set the scope. The scope limits where a tag is offered and assigned — General, Customer, Task, Project, Ticket or an area of a module (lead, deal). Left empty, the tag is usable everywhere. That is the default and usually the right one; setting a scope only pays off once the selection gets unwieldy. A tag scoped to Task cannot be assigned to a contact — not via automation or API either.
Set the brand. A tag can belong to a brand. Without a brand it applies to all brands. With a brand it is only suggested and assigned on records of that brand; a record without a brand only takes tags without a brand. In the list everyone sees the tags of the brands in which they may assign or maintain tags, plus the general ones.
Assign a tag and filter by it. On a contact the Tags field suggests matching tags while typing — filtered by the contact's area and brand. A click or Enter takes the suggestion. If the word does not exist yet, the field only offers "Create" to users with the right to do so; the new tag then belongs to the record's brand. In the contact list the Tag filter then shows only the contacts that carry it.
Check usage. The chart icon in the row (Usage) opens a side panel showing where the tag is assigned — per object type (contacts, tasks and tickets, leads, deals, knowledge articles …) the number of records. Only records you may edit are counted; from 100 on it reads “more than 100”. Check this before renaming or deleting: a tag on many records may drive an automation or journey. Which records they are is one click away: the link in the List column opens the contact, customer, task, ticket, lead or deal list already filtered by this tag.
Fields in detail
| Field | Required | Values / format | What it does |
|---|---|---|---|
Name name | yes | text, max. 100 characters | What the tag is called. It is also the key: a tag is assigned by its name, including from automation and import. |
Colour color | no | colour value, max. 20 characters | Colour of the marker in lists. |
Scope scope | no | text, max. 100 characters | Where the tag is offered and assigned — say only on customers or only on tickets. Empty means everywhere. |
Brand brandId | no | one of your brands | Which brand the tag applies to. Empty means all. Setting or moving it requires the maintenance permission in the target brand. |
A tag is more than a label. It can start a marketing campaign and serve as a condition in automations. That is why assigning and removing raise an event each — but only on a genuine change, not on saving the same state again.
Renaming a tag carries all assignments with it; deleting it removes it everywhere. Both are interventions reaching well beyond this page.
Settings & permissions
- No route permission of its own. The page is reachable; creating and changing is checked by the
server.
platform.settings.managemaintains the catalog — for tags with a brand in exactly that brand.platform.tag.createallows creating an unknown tag while assigning it (in the record's brand).
Without it the choice stays with the catalog. The standard roles Sales, PM, Delivery and Support have it. The permission only concerns input on a record: automations, bulk actions, discarding as noise, mail intake, imports and the entry tag of a journey create a missing tag themselves (without a brand).
- Tags without a brand apply across brands, tags with a brand only in their brand.
- Filters and search draw on this. Wherever lists filter by tag, this list is the source.
FAQ & troubleshooting
A tag does not appear while capturing data. Check scope and brand. A tag scoped to Customer is not offered on a task, a tag of brand A not on a record of brand B.
"Create" is missing. Then you lack platform.tag.create. Pick an existing tag or have it created here.
We have two nearly identical tags. That happens when tags are created in passing. Merge them by removing the superfluous one — assign the surviving tag to the affected records first.
Field or tag? One value per record plus a reporting need argues for a field; several free attributes for a tag. See Custom fields.
The colour has no effect. Not every list renders tags in colour; where it does, the colour comes from here.