Tags are a useful way to categorize and organize your contacts in Lexicata. Think of them as customizable labels or keywords which can be used to associate groups of contacts together, filter your contact database, or add contacts to lists.
Tags can be used in almost any way imaginable, depending what your goals are, but generally, they are intended to be a more specific attribute than the broader designation of “contact type.”
For example, you may want to have a contact type called “Attorney” which you can use for any other attorneys that you work with or those who refer you clients. You could then use tags to identify the specific practice area for each attorney, such as “Estate Planning” or “Personal Injury.”
This system effectively creates two layers of organization in your CRM because you can now look up all the “Attorneys” in your database, which would include any attorney regardless of the tags, or alternatively, you can drill down and only find “Business Attorneys” or “Personal Injury Attorneys” by using the tags in conjunction with contact type.
You can also use this criteria to group your contacts into different lists for email newsletters via our MailChimp integration (discussed at the end of this article).
Creating New Tags
You can create tags from several different places within Lexicata:
1) In your contact settings...
2) Directly on the contact page (note that this is also where you can add existing tags to a contact)...
3) Directly on the matter page (note that this is also where you can add existing tags to a contact)...
Color Coding Tags
Tags can also be color coded for easy visual recognition. By default, the tags will be light blue, but you can select a different color when creating a new tag by clicking on the color picker circle to the left of the tag input.
You can always change a tag’s color later if necessary by going to the Contacts tab in your settings and clicking the "Edit" link next to a tag.
Adding Existing Tags to Contacts
Tags are accessible from several places within Lexicata to make it easy to add them to contacts:
1) On Quick Intake...
You can add existing tags to new potential clients when you create them through the Quick Intake form (note that you cannot create new tags from here).
2) On the Add Contact form...
You can add tags to new contacts from the Add Contact form (note that you cannot create new tags from here).
3) On the Contact Page...
You can add tags to existing contacts from the contact page (note that you can also create new tags from here).
4) On the Matter Page...
You can add tags to existing contacts from the matter page if they are the primary contact for the matter (note that you can also create new tags from here).
Editing or Deleting Tags
You can easily edit the name of a tag, change its color, or delete the tag from your contact settings page.
Simply click the "Edit" link to make changes, or the "Delete" link if you want to remove it altogether (keep in mind, this will also remove it from all contacts it has been added to previously).
Filtering with Tags
One of the most useful features is the ability to filter your contact database by tags from the contact index page.
You can input one or more tags in the filters to instantly produce a specific list of contacts that meet that criteria. You can also combine the tags with other contact criteria such as the Lead Source or Contact Type.
Using the example explained above, you could filter your contacts to see all attorneys regardless of their tags…
...or only attorneys who specialize in estate planning…
...or even only attorneys who specialize in both estate planning and personal injury law (in this case, there are none that meet all three criteria!)...
Connecting Tags to MailChimp
Another great feature related to tags is our integration with MailChimp, which is the world’s most widely used email marketing software.
You can connect multiple MailChimp email lists to your Lexicata contact database and the system will automatically send new contacts to the appropriate email list according to their Tags and/or Contact Type.
So, going back to our example above, you could have a “Personal Injury Lawyers” list and an “Estate Planning Lawyers” list in MailChimp, and Lexicata would keep both lists up-to-date for you automatically. All you need to do is input new lawyers into Lexicata, set the contact type, and add the tags.
Learn more in our MailChimp Feature Guide
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