Tags

Use tags to segment your records, either individually or in bulk. For example, you can tag records in the Contacts section to mark your VIP customers or the “blacklisted” customers. You can search and filter tagged records using the lookup Quick filter component. For example, you can use tags to find the necessary article in the Knowledge base section. Learn more: Set up Quick filter components.

A section record can have multiple tags at a time. Also, you can assign tags that will be either displayed only to you or available to other Creatio users and external users.

Work with tags

Tag any Creatio records manually from the record page or apply tags in bulk from the record list.

You can assign existing tags or create new tags. You can create new tags that have the same names as already existing tags and color code them differently.

Creatio includes the following types of tags:

• Personal tags. Only visible and accessible to the user who created them. Any user can create any number of personal tags. Personal tags are not visible to managers and system administrators.
• Corporate tags. Visible to all the company employees. Any employee can add or remove a corporate tag. Corporate tags can be created by all employees/roles who can perform the “Corporate tag management” (“CanManageCorporateTags” code) system operation.
• Public tags. Visible to all the company employees and to external users. Any employee can add or remove a public tag. Public tags can be created by all employees/roles that can perform the “Public tag management” (“CanManagePublicTags” code) operation.

Out of the box, the permission to create public and corporate tags is only granted to the “System administrators” role.

Work with tag storage location

Each form page has the Tag storage location property that defines where to store the tags for this form page. Creatio uses the following types of tag storage location, any of which you can select for a form page:

• The “Tag in record” object (“TagInRecord” code). Read more>>>
• An object of the section record tag. Read more>>>

Tags are only visible and available for selection in the storage that was selected when they were created. For example, if you apply a tag named “VIP” to contacts when the “Tag in record” object is selected as the tag storage location for the Contact form page, then change the tag storage location, all contacts lose their association with the “VIP” tag and other tags from the “Tag in record” object. These tags will remain invisible and not available for selection until you select the “Tag in record” object as the tag storage location again. Meanwhile, only the tags associated with the “Contact section record tag” object remain visible and available for selection.

“Tag in record” object

The “Tag in record” object (“TagInRecord” code) stores tag instances for all sections. It uses tags defined in the “Tag” object (“Tag” code) that can be applied to any section record.

The “Tag in schema” object (“TagInSchema” code) determines whether you can select the tag on the form page. The object associates a tag with the name of the record schema where the tag can be used, for example, “Contact,” “Account,” “ServiceItem,” etc. Out of the box, a tag created on a form page is associated with the record schema of the section where the tag was created. A tag created from a lookup has no default association.

A single “Tag” object instance can be associated with multiple sections in the “Tag in schema” object. Associating a single “Tag” object instance with multiple sections in the “Tag in schema” object allows you to maintain consistent categorization across different sections, reducing time spent on organizing information.

Editing the “Tag in schema” object does not affect the tagged records. If you remove the association between a tag and a section, the tagged records in that section will retain the tag. Users will be unable to select the tag for other records in the section until you reconnect the tag to the section.

An object of the section record tag

An object of the section record tag is a type of object that stores tag instances specific to a section, for example, the “Contacts section record tag” (“ContactInTag” code) object. They use tags defined in objects separate for each section, for example, “Contacts section tag” (“ContactTag” code) object.

Classic UI tags use this tag storage location. Tags created in Classic UI will be visible on the corresponding records in Freedom UI pages that have an object of the section record tag selected, for example, “Contacts section record tag.” Similarly, tags created in Freedom UI when an object of the section record tag is selected will be visible on the corresponding records in Classic UI pages.

Tag storage location compatibility table

The availability and default settings for the tag storage location depend on your Creatio version.

Creatio version	Available tag storage location	Out of the box tag storage location
8.1.0	“Tag in record”	“Tag in record”
8.1.1	“Tag in record” An object of the section record tag	“Tag in record”
8.1.2 and later	“Tag in record” An object of the section record tag	An object of the section record tag

Update tag storage location

The tag storage location can differ for any form page. To update the tag storage location for a form page:

1. Click in the top right → Application Hub.

2. Open the relevant app. For example, “Customer 360.”

3. Open the form page. For example, “Contacts form page.”

4. Click the Tag component → .

   Fig. 1 Open the tag settings

   

5. Select a tag storage location. For example, “Tag in record.”

   Fig. 2 Select a tag storage location

   

6. Save the changes.

As a result, Creatio will use the new tag storage location for all records in the current section. Any existing tags created for this storage location will become available, and any records tagged using them will also become tagged. Tags stored in the old tag storage location will not be available and none of the section records will be tagged using them until you re-select the old tag storage location.

Create a tag

1. Open the section that contains the record that you want to tag.

2. Open the relevant record → Add tag.

3. Click .

4. Fill out the properties of the new tag.

   Property	Property description
   Name	The name of the tag. Required.
   Color	Opens a color picker to select the color of the tag. The default color is #8B9FDA.
   Access to tag	Specifies the tag type. Required.

5. Save the changes.

As a result, Creatio will add a new tag in the tag storage selected for the current form page. The corresponding record will not be tagged using the new tag.

If the tag storage location already includes a tag that has similar parameters, Creatio will still add a new tag that has the same parameters. We recommend color coding tags that have similar names.

You can also create a tag from a lookup.

Edit a tag

1. Open the section where you want to edit the tag, for example, Contacts.

2. Open the relevant form page → Add tag.

3. Enter the name of the tag in the search field.

4. Update the properties of the tag.

   Property	Property description
   Name	The name of the tag.
   Color	Opens a color picker to select the color of the tag.
   Access to tag	Selects the type of tag: Personal tag, Corporate tag, or Public tag.

5. Save the changes.

As a result, Creatio will update the tag properties.

You can also edit a tag from a lookup.

Tag a record

1. Open the section where you want to tag a record, for example, Contacts.
2. Open the relevant form page → Add tag. This opens a window.
3. Start entering the name of the relevant tag. The drop-down list will show the tag search results.
4. Select the tag.

As a result, Creatio will tag the selected record.

Tag records in bulk

1. Open the section where you want to tag records. For example, “Contacts.”
2. Select the records that you want to tag.
3. Click Add tag. This opens a window.

   Fig. 3. Add tag in bulk

   

4. Select the relevant tags → Select.

As a result, Creatio will tag the selected records.

Untag a record

1. Open a section whose record you want to untag, for example, Contacts.
2. Open the relevant record page.
3. Click next to the tag.

As a result, Creatio will untag the record.

Filter records by tag

1. Open a relevant section, for example, Contacts.

2. Add a new folder by clicking Folders → Add → Add folder.

3. Enter the name of the new folder, for example, “Tagged VIP.”

4. Click . This opens a window.

5. Click Add condition.

6. Press next to the object title. This adds a field.

7. Select the storage location object of the tag. For example, “Contacts section record tag (by column Object).”

   note

   We recommend selecting the storage location object of the tag that the form page currently uses. For example, select “Contacts section record tag (by column Object)” for the Contacts section if the Contacts form page has this object set up as the tag storage location. Otherwise, use “Tag in record (by column Record id).”

8. Select “Quantity” in the Column field and click Select. This closes the window.

9. Change the “count” condition type to “exists.”

10. Add a new condition by clicking under the current condition. This opens a window.

11. Select “Tag” in the Column field and click Select. This closes the window.

12. Click “<?>” in the condition. This opens a window.

13. Select the name of the tag, for example, “VIP.”

14. Save the changes.

As a result, Creatio will filter the records in the section by the selected tag.

Delete a tag

1. Open a record in the section where you want to delete the tag, for example, a contact page, and click Add tag.
2. In the opened window, start entering the name of the tag that you want to delete. The drop-down list will show the tag search results.
3. Click the button in the tag that you want to delete.

As a result, Creatio will delete the tag.

You can also delete tags from a lookup.

Manage tags from a lookup

Manage tags from a lookup when you need to add, delete, or edit multiple tags at a time. Depending on whether the target form pages use the “Tag in record” object or an object of the section record tag, the procedure differs slightly.

Tags stored in the “Tag in record” object are defined in the “Tag” object and associated with schemas in the “Tag in schema” object. A tag that has an entry in the “Tag” object but has no entry in the “Tag in schema” object will not be available for selection. You can manage all tags of this type from the same lookup regardless of their respective sections.

Tags stored in an object of the section record tag are defined in the corresponding section tag object. They are available for selection in the relevant section upon creation but you can only select them in the relevant section. For example, if you add a tag defined in the “Contacts section tag” (“ContactTag” code) object, it will only be available in the Contacts section.

To manage a tag from a lookup:

1. Open the lookup based on the tag object.

2. Manage tags:

   • Create a tag. Read more>>>
   • Edit a tag. Read more>>>
   • Delete a tag. Read more>>>

3. Manage tags in sections (for tags stored in the “Tag in record” object only)

   • Add a tag to a section. Read more>>>
   • Replace a section associated with a tag. Read more>>>
   • Remove a tag from a section. Read more>>>

As a result, Creatio will update the lookup entries for the tag.

Open the lookup based on a tag object

Open the lookup based on the “Tag” object

1. Click to open the System Designer.

2. Go to System setup block → Lookups.

3. Create a lookup based on the “Tag” object. Skip this step if you have already created it. To create the lookup:

   1. Click New lookup. This opens a new page.

   2. Fill out the properties of the new lookup.

      Property	Property description
      Name	Specify the name of the lookup. For example, “Tag.”
      Object	The object on which the lookup is based. Select “Tag.”
      List page	Leave empty
      Description	Specify the description. For example, “Tag list for the Tag in record object.”

   3. Save the changes.

As a result, Creatio will open a lookup based on the “Tag” object for editing.

Open the lookup based on an object of the section record tag

1. Click to open the System Designer.

2. Go to System setup block → Lookups.

3. Create a lookup based on an object of the section record tag. Skip this step if you have already created it. To create the lookup:

   1. Click New lookup. This opens a new page.

   2. Fill out the properties of the new lookup.

      Property	Property description
      Name	Specify the name of the lookup. For example, “Contacts section tag.”
      Object	The object on which the lookup is based. For example, select “Contacts section tag.”
      List page	Leave empty
      Description	Specify the description. For example, “Tags for the Contacts section.”

   3. Save the changes.

As a result, Creatio will open a lookup based on an object of the section record tag for editing.

Create a new tag

1. Open the lookup based on the relevant tag object. Read more>>>
2. Click Open content on the lookup.
3. Create a new lookup entry by clicking New.
4. Enter the name of the new tag in the Name field, for example, “VIP,” → .

As a result, Creatio will add a new tag.

Edit a tag

1. Open the lookup based on the relevant tag object. Read more>>>
2. Click Open content on the lookup.
3. Locate and click the lookup entry that contains your tag.
4. Update any of the properties, for example, change the color value to “#AAFFAA” → .

As a result, Creatio will edit the tag.

Delete a tag

1. Open the lookup based on the relevant tag object. Read more>>>
2. Click Open content on the lookup.
3. Locate and click the lookup entry that contains your tag.
4. Click .

As a result, Creatio will delete the tag.

Manage tags in sections

Use the “Tag in schema” object to manage tags in sections by using their schemas, for example, “Contact,” “Account,” and “ServiceItem.” You can add a tag to multiple sections.

This is only for tags stored in the “Tag in record” object.

To do that:

1. Open the lookup based on the “Tag in schema” object. Read more>>>

2. Manage the tags in sections:

   • Add a tag to a section. Read more>>>
   • Replace a section associated with a tag. Read more>>>
   • Remove a tag from a section. Read more>>>

Open the lookup based on the “Tag in schema” object

1. Click to open the System Designer.

2. Go to System setup block → Lookups.

3. Create a lookup based on the “Tag in schema” object. Skip this step if you have already created it. To create the lookup:

   1. Click New lookup. This opens a new page.

   2. Fill out the properties of the new lookup.

      Property	Property description
      Name	Specify the name of the lookup. For example, “Tag in schema.”
      Object	The object on which the lookup is based. Select “Tag in schema.”
      List page	Leave empty
      Description	Specify the description. For example, “List of schemas where specific tags can be used.”

   3. Save the changes.

As a result, Creatio will open a lookup based on the “Tag in schema” object for editing.

Add a tag to a section

1. Open the lookup based on the “Tag in schema” object. Read more>>>
2. Click Open content on the lookup.
3. Create a new lookup entry by clicking New.
4. Select the name of the tag in the Tag field, for example, “VIP.”
5. Specify the name of the schema in the Entity schema name field, for example, “Contact” → .

As a result, Creatio will add the tag to the relevant section. If form pages in the section use the “Tag in record” object as the tag storage location, this tag will be available for selection.

You can add a tag to more than one section.

Replace a section associated with a tag

1. Open the lookup based on the “Tag in schema” object. Read more>>>
2. Click Open content on the lookup.
3. Locate and click the lookup entry that contains the association of the relevant tag and schema.
4. Update the Entity schema name field, for example, to “Account” → .

As a result, Creatio will replace a section associated with the tag. It will associate it with a new section, in this case, Accounts. If you tag any records using this tag before you replace the associated section, they will remain tagged.

Remove a tag from a section

1. Open the lookup based on the “Tag in schema” object. Read more>>>
2. Click Open content on the lookup.
3. Locate and click the lookup entry that contains the association of the relevant tag and schema.
4. Click .

As a result, Creatio will remove the tag from the section. If you tag any records using this tag before you remove it, they will remain tagged.

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See also

Filters

Folders

Excel data import

Excel data export