Tags
Tags are a flexible way to label and group records: mailing groups, geographic labels, temporary ownership, anything you’d otherwise track in your head.
On this page:
How tags work
ℹ️ There is no separate tag list to maintain. A tag comes into existence the first time you type it on a record, and stops existing when no records use it.
That self-managing behavior is what makes tags suited to labels that change often, and unsuited to anything you need a controlled vocabulary for.
Tags are object-specific. Contact tags are used only for contacts, project tags only for projects, and so on. If you want the same tag on a contact and a project, you’ll have to create it in both places.
ℹ️ Tags cannot contain spaces. For multiple-word tags, use underscores, dashes, or other punctuation instead of a space.
Adding a tag
Enter the tag on the record. New tags are created on first use. You can add tags from an individual record view, from a list view, and while importing records.
To tag records from a list view:
- Click the checkboxes next to one or more names, then click Add Tags.
- In the Tags field, type your tag name. If your entry matches existing tags, a list of matching tags appears.
- Tap the spacebar, Enter key, or Tab key to complete a new tag entry, or click a matching tag that appears below the field.
- Once a tag is entered successfully, it turns blue and an X appears next to it. Click the X to remove a tag.
- Click Save to tag the record or records.
Once saved, the tag appears next to the record name on the list view, in the list view’s tag column, and in the tags index for that object. Click the Add Tags link again to add or remove tags from the list view, or click Change in the record itself.
Adding Tags to Selected Contacts in Insightly
Adding Multiple Tags With Autocomplete Dropdown
Multiple tags can be added in one pass this way; each completed tag stays visible in the field as you add the next.
Add Tags Dialog with Two Tags
Filtering and updating tags
As tags accumulate, a tag index appears in the right sidebar of the corresponding tab: contact tags on the Contacts page, organization tags on the Organizations page, and so on. Click Show Sidebar if it isn’t visible. Tags also appear in a record’s Details subtab.
The tag index displays up to 100 tags. If there are more than 100, a Show All Tags link appears at the bottom of the list; click it to display all tags.
You can filter by tags using custom filters, or click a blue tag indicator to quickly filter the list by that tag value. If you see 0 records after selecting a tag, the tagged records have been deleted and are in the Recycle Bin.
When filtering by a single tag, a tag button appears above the list. You can rename or delete the tag completely by selecting Rename This Tag or Delete This Tag. These options only appear when filtering by a single tag.
⚠️ Deleting a tag is permanent. There is no option to undo the action.
To narrow the list to records that match multiple tags, click Select Multiple in the sidebar, then click additional tags. You can then bulk edit the items in your filtered list.
Contacts Tags Panel with Multiple Selection
Renaming a Tag in Insightly Contacts
Importing records with tags
Tags do not exist independently from records, so they can’t be imported on their own. Import files need one or more columns for each record’s tags, and you can include them in one of two ways:
- One tag in each column allows up to 9 tags. Each cell contains one tag value, and you can use up to 9 separate columns. The tags in each column don’t have to be the same. During mapping, select one of the numbered tag fields (Tag 1, Tag 2, and so on) for each column.
- Multiple tags in one column allows any number of tags and is necessary if you have more than 9. List the tags in any order in the cell, separated by commas. During mapping, select the Tag List item for that column.