Tags in Shape
Contact Management
Understand how to track, update, and work every contact and file.
Tags in Shape
Using tags to segment records, filter lists, and power smarter automation
Tags are a flexible way to further segment and organize your database beyond record types and statuses. While record type and status define where someone is in your workflow, tags capture additional context that helps you filter, prioritize, and automate more precisely.
How Tags Fit Into Record Organization
Every record in Shape already has a record type and a status. Tags sit underneath those and give you an additional layer of organization that is not tied to a single stage.
Tags are commonly used to identify:
- Loan programs like VA or FHA
- Engagement level such as hot lead or cold lead
- Situational flags like credit repair or first-time homebuyer
- Communication signals like contacted or do not contact
This allows you to track multiple attributes on the same record without changing its status.
Adding and Viewing Tags on a Record
Tags are added directly on the record and can be applied in any combination. A single record can have many tags at once, giving you a full picture of who they are and how they should be handled.
Once tags are applied, they are visible at a glance and stay with the record as it moves through different stages of your workflow.
Filtering Lists Using Tags
Tags become especially powerful when used in list views and prioritized views. You can filter records by one or multiple tags to instantly surface the exact group you need.
Common filter use cases include:
- Showing only records tagged as contacted
- Finding leads tagged for a specific campaign
- Combining multiple tags to narrow down a list
This makes it easy to build targeted views without changing statuses or record assignments.
Managing Tags in Settings
Shape includes default tags out of the box, but you can fully customize them. From settings, under Custom Configuration, you can manage your tags.
You can:
- Delete tags you do not need
- Create new tags with names and descriptions
- Keep your tag library clean and intentional
Well-maintained tags make filtering and automation much easier over time.
Using Tags in Drip Campaigns
Tags play a key role in automation, especially when paired with drip campaigns. While drip campaigns always start based on a status change, tags can be added as advanced conditions.
Examples include:
- Starting a campaign only if a record reaches a status and has a specific tag
- Segmenting campaigns for first-time buyers or specific programs
- Adding extra logic beyond just status alone
This allows you to fine-tune automation without creating unnecessary status lists.
Why This Video Matters
Tags give you flexibility without adding complexity to your core workflow. They allow you to layer meaning onto records, create smarter lists, and run more targeted automation.
When used consistently, tags help you:
- Segment your database without cluttering statuses
- Build more accurate lists and views
- Improve targeting in drip campaigns
- Keep your system adaptable as needs change
Tags work best when they are intentional, clearly named, and tied to real business use cases rather than one-off ideas.
