Tags and keywords allow you to add multiple labels to each of your contacts. This capability enables you to segment, target and act upon different groups of contacts based upon your needs. It is a rather flexible method of working with large groups of contacts. Tags can be used when creating SmartGroups or when filtering your contact view. Tags are also displayed in what is called a “tag cloud” on the contact index page. The tag cloud is pretty simple, the larger the word, the more often it’s used.
What is a tag?
A tag is just a descriptive word. Some people call them keywords. They really mean the same thing. Tags allow you to better describe a contact, a stage in a process or a characteristic on an ad-hoc basis. For example, you may tag some of your clients with the word “best”. You know in your head that this means they are one of your best customers. Let’s say that you now want to throw a party for your best clients, all you need to do is tell MioWorks to filter based upon the keyword “best”. You now have your subset at your fingertips and you can export their information for a mail-merge invitation.
You can do the same with stages in your sales cycle. For example, you label all new leads as the contact type “prospect”. Well that doesn’t really cut it for prospecting. You want to know where each prospect is in the sales cycle. To track this, you use tags. Since the tags are flexible, they will fit with your sales terminology. So if your sales cycle uses lead, interested, consideration, contracting and won – then you can use those as tags. When someone moves from lead to interested, you just delete one tag and add the other. It’s very simple, but it can fit into ANY sales process.
Adding & removing tags
To add a tag to a contact, start by viewing the individual contact record. On the right side towards the bottom of the page you will see a box called “Keywords for this Contact”.
You can see any keywords that are already associated to this contact. You can also easily remove a keyword by clicking on the word “remove”. To add a new keyword, just enter into the text field. If a keyword already exists, the page will try to auto-complete the field. If the keyword doesn’t exist, MioWorks will automatically add it.
Filtering contacts based upon tags
If you return to the contact index by clicking on the CONTACT tab on the top of the screen, you will notice there is a box on the right side called “Filter by Keyword”.
You can enter a keyword into the text box or you can just click on any of the keywords displayed in the tag cloud. The resulting contact list displayed will only be those contacts that have the appropriate keyword.
Keywords are also used in SmartGroups. This is a great example of how you could maintain an up to date list of all accounts you should be calling this week. You add a keyword “weekly_call” to the contacts. You then create a SmartGroup based upon the keyword “weekly_call”. As you call each account you delete the keyword “weekly_call”. When the keyword is deleted the account is no longer displayed in the SmartGroup. This means you can setup your SmartGroup one time and then work through it as you have time. You can easily share this task with a co-worker and you never have to worry about doing double the work or overlapping with each other.
