Tagging Records | Online Help - Zoho CRM

Tagging records - An Overview

Tags are unique identifiers that can be associated to your CRM records to search, sort, categorize, filter, and segment records in a more efficient way. It is usually like adding keywords or any additional information to any record in CRM. For example, there may be few Leads in your CRM account that requires high priority. You can tag those Leads as Important, so that you can easily filter them from the other Leads in your CRM account.

Tags in Zoho CRM are specific to each module. You can add unique tags to each module based on your requirements. Also, tags are usually made public and can be accessed by all the Zoho CRM users.

Availability
Permission Required
Users with administrative profile or Module Customization permission can create tags.
Note

Administrators can set profile-wise permissions for other users to add/associate tags Also, admins can define to which module the associated users of that particular profile will have access to tags.

Benefits of Tagging 

Use tags to organize your data in such a way that it meets the needs of your business. There are multiple cases, where tagging becomes an integral part of your CRM. Few scenarios are captured below:

  • Tag your records based on the relationships they have with your business. For example, a record can be a lead, a vendor, or a partner. Categorize those records using multiple tags and sort or filter them whenever required.
  • Tags can be based on demographics such as location, revenue or company size. You can add various tags such as US, UK, Asia, size 50-100, Enterprize, billion-dollar, small-scale, etc,. This will be useful for the sales reps who deal with contacts from a particular region or while following up with a big deal that should be given higher priority.
  • Add tags based on the Lead source - You can tag your records based on the source in which they have been created. For example, you may capture leads from different business units or trade shows, or you may have a database of contacts, or capture leads/contacts through your websites. In that case, you can tag them as trade show, website leads, imported leads, and so on.
  • Tag records that has to be contacted on specific criteria. For example, you may require to contact a lead via email or phone or based on best time to contact them. Based on the required criteria, tag them as contact via emailcontact via phonecontact morning, and so on.
  • Add tags based on products - You may run a business with multiple product lines. A lead or contact may be interested in all or specific products and services that you offer. Segment those records based on the product or service they are interested in.
  • Create tags based on different stages of a lead in your CRM. This helps you to segment your leads and communicate with them in a better way depending on the stage of the lead.
Points to remember 
  • Easily search records using tags. You can either use global search or categorize the required records using advanced filters.
  • You can also search and find various other data tagged by other CRM users.
  • All tags are publicly available to all users. Tags are made public in order to reduce tag clutter and avoid duplicates.
  • Make sure you add meaningful names for your tags, since it will be easy while you search, create or edit information.
  • You can carry over tags while converting records, so that the related records can be searched.

Tag limits

Since, tags are public and accessed by all CRM users, we have limited the number of tags that can be created in your CRM account. This will avoid creation of too many tags and reduce duplication. The following table shows the number of tags that can be created for each record and for each module based on different Zoho CRM editions.

Edition
No. of tags per record
No. of tags per module
Standard
5
20
Professional
10
60
Enterprise
10
100
Ultimate
10
200

Set module permissions

Zoho CRM allows creating users and defining permissions for each profile as needed. You can manage and customize these profile permissions anytime based on your requirements.

Under Module Permissions, you can define to which module the associated users of that particular profile will have access to tags.

To set module permissions for tags, do the following:

  1. Go to Setup > Users & Control > Security Control > Profiles.
  2. Choose any available user profile or create new profile.
  3. Under Module permissions, click Others.
  4. Select the required modules, where the user is allowed to view, add and manage tags.
SEE ALSO
Tagging records using workflows and blueprint 

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