In Spotler CRM, a tag groups records of one type, such as accounts, contacts or opportunities, so you can find, filter and use them in automations. A tag is either dynamic or static. A dynamic tag updates itself automatically based on criteria and a refresh schedule. A static tag only changes when you add or remove records yourself, or when an automation does. You find tags under Tags in the main menu.
To create a tag, go to Tags, click Add, choose the Object Name and set the Type to Dynamic or Static. For a dynamic tag, set the criteria and the Sync Schedule. For a static tag, add records with criteria, from the record itself or with an automation.
On this page, the following topics are covered:
- What is a tag used for?
- What is the difference between a static and a dynamic tag?
- How do you create a dynamic tag?
- How do you create a static tag?
- How do you add or remove a tag on a record?
- What about tags built in the legacy editor?
- Frequently asked questions about tags
What is a tag used for?
A tag in Spotler CRM marks a group of records that belong together, for example all accounts that are customers, all contacts you look after yourself, or all opportunities for a specific product. When you create a tag, you choose the object it is for, such as account, contact or opportunity. A tag always contains records of that one object.
You can use tags to filter records, as a filter or trigger in automations, and in the criteria of reports and lists. To select contacts for an email, use a list instead. A list always contains contacts and can be synced to Spotler Mail+.
What is the difference between a static and a dynamic tag?
A dynamic tag is driven by criteria: Spotler CRM checks the criteria on a schedule and updates the tag automatically. A static tag is driven by you: records keep the tag until you or an automation remove it.
| Dynamic tag | Static tag | |
|---|---|---|
| Which records have the tag | All records that met the criteria at the last refresh | All records you or an automation tagged, until the tag is removed |
| How the tag is updated | Automatically, with Sync Schedule: Daily, Hourly, Every 30 minutes or Every 15 minutes | Manually, with Add Items and Remove Items or on the record itself, or by an automation |
| Automations | Automations cannot add records to a dynamic tag | Automations can add records to a static tag and remove them |
| Best for | Groups based on your data, such as all accounts that are customers | Groups you decide yourself, or tags set by automations |
For example, a dynamic account tag with the rule that the account type is one of Customer always contains all your customers. When a prospect becomes a customer, the account gets the tag at the next refresh. A static tag such as "My key accounts" contains the accounts you chose yourself, regardless of their data.
How do you create a dynamic tag?
A dynamic tag consists of an object, criteria and a sync schedule. You set all three on the New Tag page.
- Go to Tags and click Add.
- Enter a Tag Name, set Type to Dynamic and choose the Object Name, for example Account.
- Under Sync Schedule, choose how often the tag is updated: Daily, Hourly, Every 30 minutes or Every 15 minutes.
- Under Criteria, set the rules for the records that get the tag. The number under Matching your criteria and the Preview show the result. Click Reload Preview after a change.
- Click Save Criteria.
The tag is updated in the background, which can take a moment. After that, Spotler CRM updates the tag on the schedule you chose. To update a dynamic tag straight away, open the tag and save the criteria again.
The criteria builder works the same as in reports and lists. How to build criteria is explained in these articles:
How do you create a static tag?
When you create a static tag, you choose the object and add the first records with criteria. After that, the records keep the tag until it is removed.
- Go to Tags and click Add.
- Enter a Tag Name, set Type to Static and choose the Object Name.
- Under Criteria, set the rules for the records you want to tag. Matching your criteria shows how many records that are.
- Save the tag. The matching records get the tag.
After saving, the tag shows Current Items, the number of records with the tag. To tag more records or remove the tag from records later, open the tag, click Edit, set new criteria and click Add Items or Remove Items. This works the same as for a static list, explained in How do I add or remove contacts in a static list using criteria?
How do you add or remove a tag on a record?
You can add a static tag to a single record, or remove it, directly from the record itself, for example from an account or contact. This is useful when you want to tag one record without setting criteria.
- Open the record.
- Click More at the top right.
- Choose Add to Tag or Remove from Tag and select the tag.
Dynamic tags cannot be added to a record or removed from it by hand, because their criteria decide which records have the tag.
What about tags built in the legacy editor?
Tags built in the legacy editor keep working. To create a tag with the legacy editor, click Use the old criteria system at the top right of the New Tag page. How the legacy editor works is explained in Tags (legacy editor).