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Manage one tag list for all your records, chats and email

Your workspace has one tag list that shows in every unit, and in chats and email. Add a tag once, and it’s available everywhere.

6 min
Open in Corteksa
Before you start · for everyone
The permission to edit units to rename, reorder and delete. The permission to edit a record is enough to add a new tag
  • You need: The permission to edit units to rename, reorder and delete. The permission to edit a record is enough to add a new tag

Steps

1
Open Settings → Tags.
2
Press Add tag, use Edit to change a tag’s name or color, or drag the tags to reorder them.
3
For each tag, you see the number of records in each unit, and the number of chats.
4
From inside a record, type a tag that doesn’t exist yet in the tag picker, and choose to create it.
It’s added to the shared list straight away.

Saving the tag field’s settings with Allow multiple tags turned off may switch the whole workspace to a single tag. Check the setting before you save.

Deleting and archiving

An unused tag is deleted. A tag that a record or chat carries is archived: it stays visible on them, but no longer shows in the picker.

Adding a tag with the same name as an archived one brings it back with the same identity, so old records show it again.

Multiple tags or a single tag

The field takes several tags on each record and chat. You can switch it to a single tag from the tag field’s settings in any unit, and the change applies to the whole workspace.

In single-tag mode, choosing a tag for a chat replaces its current tags.

Tags in chats

A chat carries the same tags. Changes sync both ways with the linked record: adding a tag to the chat adds it to the main record, and adding it to the record adds it to all its chats. Tags stay in Corteksa and aren’t written to WhatsApp. See How a chat becomes a client record.

Anyone who sees the chat can set its tags, but they can’t create a new tag from the chat.

Notes

  • To hide the tag field from a unit, hide it from the unit’s fields: it can’t be removed from the unit.
  • Task Type is a separate list in the Tasks unit.
  • Bulk tag edits and imports don’t reach chats.

If something goes wrong

What you see
Why
What to do
The message “Tag already exists”
An active tag has the same name.
Choose the existing tag.
You can’t create a tag from the chat
Tags are created only from a record or the settings.
Create it from a record, or from Settings → Tags.
Choosing a second tag replaces the first
The workspace is in single-tag mode.
Turn on Allow multiple tags in the tag field’s settings.
The chat’s tag didn’t show on the record
The chat isn’t linked to a record, or the unit doesn’t show the tag field.
Link the chat to a record.

A real example

Basma Clinics
The situation

Each unit has its own tags with different names: “VIP”, “Special” and “Important client”.

What they did
  1. They unified the tags in Settings → Tags.
  2. The receptionist puts “Follow-up” on the chat, and it shows on the patient’s file automatically.
The result

One report counts “VIP” patients across all branches.

A made-up company, to show the idea. The numbers are rounded.
Did this guide solve it?
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