Tags Overview


Tags are a quick and flexible way to label and group contacts, leads, emails, organizations, opportunities, or projects in Insightly. They're great for mailing groups, geographic labels, temporary ownership of an item, and more.

In This Article

How to Use Tags

A tag is created when you add it to a record for the first time, and it will disappear when it is no longer in use. For example, you can use tags to label contacts. If you had only one contact with a tag of "possible lead" and then removed the tag or permanently deleted the contact, the tag would no longer appear in Insightly. It's not possible to create a separate tag list to apply to items later. Note that contact tags are used only for contacts, project tags for projects, and so on. If you want to use the same tag for a contact and a project, you'll have to create it in both places.

Tags can have many different uses:

  • If you have a sports uniform business, you could tag contacts as players, coaches, or referees. 

  • Sales opportunities and projects can be tagged with prospect ranking, like hot/warm/cold, or the type of work or service you'll be providing. 

  • Organizations can be organized by size or scope. 

Where to Find Your Tags

You can find tags in the Tag Information section of a record, the Contact Tag List column in a contact’s list view, and in the Record Tags index for each object type. The index is in the right sidebar on each corresponding tab and can display up to 100 tags. If the number of tags exceeds 100, the Show All Tags hyperlink will appear at the bottom of the tag list. Clicking this link will display all tags. The tag index will still display tags for items in the Recycle Bin. If you click a tag and see no records, this indicates all the items with that tag have been deleted, but have not been permanently deleted.

How to Manually Tag a Record

Tags can be used to label and group your records. There is no separate list of tags to maintain, because a tag is created when you enter it for the first time on a record, and it no longer exists if no records are using it. You can manually enter tags from an individual record view and from a list view, and you can create tags as you import records.

  1. Navigate to a list view and click the checkboxes next to one or more names. Click Add Tags.

  2. In the Tags field, type your tag name. If your entry matches existing tags, a list of matching tags will display.

    1. Tags cannot have spaces in them. For multiple-word tags, you'll have to use underscores, dashes, or some other punctuation instead of a space.

  3. Tap your spacebar, enter key, or tab key to complete a new tag entry, or by clicking a matching tag that appears below the field. Once a tag is entered successfully, it will turn blue and an X will appear next to it. You can remove a tag by clicking the X.

  4. Click the Save button to tag the record or records.

Quick Filtering and Updating Tags

As you add tags to records, a tag index will appear in the right sidebar for each corresponding tab. Contact tags appear on the contacts page, organization tags on the organizations page, etc. Click the Show Sidebar button if you need to open the sidebar. Tags will also appear in a record's Details tab. While you can filter by tags and other fields using custom filters, you can also click the blue tags to quickly filter by a tag.

To filter using only your tags:

  1. Click a blue tag indicator to filter the list by that tag value. If you see 0 records after selecting a tag, this means the tagged records have been deleted and are in the Recycle Bin

  2. A tag button will appear above the list. You can rename or delete a tag completely by selecting Delete This Tag or Rename This Tag. These options only appear when filtering by a single tag.

    1. Deleting a tag is permanent. There is no option to undo the action.

  3. To narrow down the list with records that match multiple tags, click Select Multiple in the sidebar, then click additional tags.

  4. You can now bulk edit the items in your filtered list.

Importing Records with Tags

Tags do not exist independently from records, so they can't be imported on their own. Import files will need to have one or more columns for each record's tags. As you prepare your file for importing, tags can be included in one of two ways:

Import with One Tag in Each Column

  • Allows up to 9 tags
  • Each cell contains one tag value

Your spreadsheet could contain separate columns for each tag, with up to 9 columns. The tags in each column don't have to be the same, but you can only have one tag in each cell. When importing records with tags in separate columns, you'll select one of the numbered tag fields (Tag 1, Tag 2, etc.) during the mapping process.

Import with Multiple Tags in One Column

  • Allows any number of tags
  • Tags must be separated by commas

You can also have all your tags in one column, and this will be necessary if you have more than 9 tags. The tags can be listed in any order in the cell, and they need to be separated by commas. When importing records with a tag list, select the Tag List item for that column during the mapping process.

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