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 many other uses.
They can also be easy to get carried away with, which can make managing them a challenge. Before you get started with tagging, check out Choosing between custom fields, tags, and categories, an article that lists the pros and cons of all the classification options in Insightly.
In addition to this overview, you can learn about:
- Creating tags
- Updating and filtering with tags
- We also have a video tutorial
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.
So, 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. If that's what you're looking for, a custom field or category might be better options for you.
Examples of tagging
You can use tags to label contacts. For example, you might label your vendors and customers, and some contacts might be both. Or if you have a sports uniform business, perhaps you'll label 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.
And organizations can be organized by size or scope.
These are just a few examples. The possibilities are limited only by your creativity.
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.
Where to find your tags
Once you've tagged records, you'll see tags in the Tag Information section...
In the Contact Tag List...
And in the tags index for each object type. The index is in the right sidebar on each corresponding tab.
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.