How to Organize Information in your CRM Using Tags

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Tagging contacts

Businesses have a long list of databases like contacts, projects, files, suppliers, and managing them is a big challenge. It is essential to segment the vast amount of data to find what you need. So people using CRM need to understand the importance of tags to help manage and segment their data in an organized manner.

What are Tags?

Tags are keywords or phrases created to associate a specific set of files, contacts, organizations, or projects within a group.

It allows users to filter data for various purposes, like sending emails, campaigns, invitations for a demo, training programs, etc. based on their location, interest, leads, campaigns, demographics.

Why should we use Tags?

You don’t want to send similar types of campaigns or emails to all your clients.

Usually, businesses send promotional campaigns to prospects, current affairs of the organization to active clients, some new enhancement campaigns to inactive clients, and your organizational information to your leads. Categorizing contacts as per their types will make it easy to send different campaigns to multiple groups.

Types of Tags:

Create different types of tags for different groups. These are the kinds of tags a business should consider using in CRM:

  • Prospects: These are our potential customers. These prospects may be through Referrals, Networking, Emails, or you got to know through an Event. Group them accordingly.
  • Leads: are usually individuals interested in your product and might be your customer in the future. These leads can be categorized as Hot leads who are very much interested in your product and Cold leads who have not shown much of interest in your product. Or these leads can be grouped as a High priority, Medium priority, or Low priority.
  • Customers: These can be of two types like Active or Inactive. Active customers may have different groups. Customers using different products like CRM, Timesheet, or Issue Tracker or giving discounts to customers who are using the product for many years. Inactive customers can be grouped based on the period since they are inactive.
  • Issues or Cases: These are the customer issues that are in your system. These can be categorized with Open, Closed, Reopen, Resolved status, or priority like Critical, High, Medium, or Low.
  • Competitors: This section can be grouped as the Direct who sell the same product like yours, Secondary who are selling a product with a slightly lower version than yours, Potential who are having the same product but selling in a different market, Future competitors are those who are getting ready to sell the same product as yours. This categorization and information will help you to deal with the toughest situations.

Steps to be followed while creating a tag list:


  • Discuss with your team members about the grouping or labeling of the data.
  • Define the purpose of creating tags.
  • Decide the hierarchy for tags.
  • Do not duplicate tags.
  • Choose proper names for the tags.
  • Classify the tags based on locations, demographics, gender, interest, personalities, services, and so on.

OfficeClip CRM Tag will make you more efficient in handling data and improve performance and productivity.

See how OfficeClip Contact Manager will help you to create and apply Tags:

Users can create hierarchical tags for contacts, parents, and child tags, which provides better categorization.

mulit-level tags

  • Creating Tags in Contact Manager:

creat tags

  1. Create different tag groups.
  2. Create different categories inside each group.
  • Applying tags

1. Apply tags to each contact.

apply tags

2. Add tags using Bulk Options.

bulk options

So the conclusion is that Tagging is a powerful segmentation tool that will help you carry out your workflow smoothly and arrange things in an organized manner.

Photo Courtesy: Miguel A. Padrinan Creative Common Attribution