Organize your contacts tags and lists

Introduction

Artshell provides two essential tools for strategically organizing and managing your Contacts section: the Tags and Lists.

In this article, you'll learn how to create, assign, and remove one or more tags from your Contacts how to organize them into manual or automatic lists, so you can segment your audience effectively and in a personalized way.

A well-structured tagging system allows you to:

quickly filter Contacts;
create targeted segments;
plan communication and follow-up activities;
Turn your address book into a powerful relationship management tool.

Prerequisites and tips

Before you start creating and assigning tags, we recommend that you read the following introductory articles and follow our tips:

As a general rule, avoid creating tags that duplicate information already included in the contact’s profile fields and that is already searchable (such as City, Country, Position, or Contact Type).

Tags should add a strategic layer of classification, not duplicate structured data.

Below are some useful categories to get you started. Of course, you can adapt them to your organization and your way of working.

Tags for strategic groups	Team, Family, Friends, Inner Circle, VIP, Customer (Current), Customer (Prospective), Former Customer, Partner, Supplier, Collaborator, Former Colleague. You can also distinguish between regular contact and occasional contact.
Demographic tags	Male, Female, Other Generation: SilentGeneration (1928–1945), Baby Boomers (1946–1964), Gen X (1965–1980), Millennials / Gen Y (1981–1996), Gen Z (1997–2012), Gen Alpha (2013–2025)
Professional interests	Fintech, Finance, Legal, Marketing, Fashion, Architecture, AI, Sustainability, etc.
Personal interests / hobbies	Sports (Golf, Tennis, Sailing), Interests (Food and wine, Music, Volunteering, Pet lover, etc.).
Artistic interests	Artist, Medium, Technique, Period, Formats, Price range, Purchase frequency (high, medium, low).
Acquisition source / referral	Trade show booth, In-person event, Introduced by [Name], Social media, Website form, Travel, etc. You can use theNotessection to provide further details about the tag.
Tag: CRM (Customer Relationship Management)	Lead (New) Contacted Qualified Under negotiation Proposal submitted New customer Lost customer Not interested Interaction status Contact Follow-up on [Date] I look forward to your reply

Create and Manage Tags for Contacts

Tags allow you to label and categorize your Contacts make it easier to search for, organize, and export them.

Below are the actions you can take with tags:

Click on the titles to expand them:

Create a new tag

There are two ways to create a tag:

From record :
1. Select a contact, then click the icon Tap here to enter mode edit.
2. In the " Add a tag" field, type the name of the new tag and press ENTER on your keyboard.
3. Click " Save " at the top to confirm.
From the Manage section (recommended if you want to add the tag to multiple Contacts):

Artshell lets you assign a tag to multiple Contacts :

Select the Contacts theicon .
In the panel Manage When you see it appear on the right, click Add tag. If the panel doesn't appear (for example, because your screen is too small), click the icon top right.
Click + Create tag.
Enter the tag you want to create in the space provided, then click " Create Tag." Click " Cancel " to go back.

Note: The number in parentheses next to each tag indicates how many Contacts linked to that specific tag.
Click the "Add " button in the lower-right corner to apply the tag you created to the Contacts .

Tip: Before creating a new tag, take a moment to check the search bar to see if there’s already a tag with the same or a similar name.

Add an existing tag to a selection of Contacts

Select the Contacts the icon .
In the panel Manage Click on the icon that appears on the right Add tag. If the panel doesn't appear (for example, because your screen is too small), click the icon top right.
Use the search bar to find the tag you want to assign, then check the box next to the tag to select it.
Click the "Add " button in the lower-right corner to apply the tag to the Contacts .

Remove a tag

There are two ways to remove a tag:

From record contact record :
1. Select a contact, then click the icon Tap here to enter mode edit.
2. Click the X icon next to the tag you want to delete to remove it.
3. Click " Save " at the top to confirm.
From the Manage panel (recommended if you want to remove the tag from many Contacts):

Select the Contacts theicon .
In the panel Manage Click on the icon that appears on the right Remove tag. If the panel doesn't appear (for example, because your screen is too small), click the icon top right.
Use the search bar to find the tag you want to remove, then check the box next to the tag to select it (you can also remove multiple tags at once).

Note: Only the tags contained within the records Contacts have selected appear in the " Remove Tags " area.
Click " Remove " in the bottom right corner to remove the tag.

Note: To permanently remove a tag that is no longer in use, you must delete it from all records which it has been applied. For complete instructions, see the article: How to delete a tag that is no longer in use.

Create and Manage Contacts Lists

With Artshell, you can organize and group your Contacts an unlimited number of lists. As you've already seen in the introductory article "Organizing Content: Tags and Lists," there are two types of lists: Manual and Automatic.

You can access the list of created lists by clicking the section title in the upper-left corner.

Create lists

Click on the titles to expand them:

Create a list manually

To create a manual list—that is, a list that remains static over time:

Select the Contacts theicon .
In the panel Manage When you see it appear on the right, click Add to list. If the panel doesn't appear (for example, because your screen is too small), click the icon top right.
Since the list you want to add the Contacts to Contacts been created yet, click + Create List.
Enter the name of the list you want to create in the space provided, then click " Create List." Click " Cancel " to cancel the operation.
Click the "Add " button in the lower-right corner to add the Contacts to the list you just created.

Create an automatic list

To create an automatic list—that is, a list that updates over time—start by using the search bar in the Contacts section.
Enter one or more criteria you want to include in your list, and then click SUBMIT from the keyboard. The search results can now be saved by clicking theicon top right.

Below is an example showing a search for Contacts with " VIP " who are located in Milan.

After clicking theicon , choose the name of the auto-complete list. Finally, click Save list.

Tip: Include the criteria you used to create the new automatic list in its name. This will help you identify it quickly in the future. For example, a name for the list created in the previous image could be: " Contacts in Milan - tag 'VIP' + in 'Milan'".

Manage lists

Click on the titles to expand them:

Add items to an existing list

Add Contacts a Manual List:

Select the Contacts theicon .
In the panel Manage Click on the icon that appears on the right Add to list. If the panel doesn't appear (for example, because your screen is too small), click the icon top right.
Use the search bar to find the list you want to add your Contacts to, then check the box next to the list to select it.

Note: The number in parentheses next to each list indicates how many Contacts in that specific list.
Click the button Add at the bottom right to add the Contacts selected list.

Add Contacts an Automatic List:

To add a contact to an automated list, make sure they meet the criteria you set when creating the list. The contact will be added automatically as soon as they meet those requirements.

Remove items from a list

Manually Remove Contacts a List:

Select the Contacts theicon . If you want to remove a large number of events, we recommend opening the manual list directly to edit it.
In the panel Manage Click on the icon that appears on the right Remove from list. If the panel doesn't appear (for example, because your screen is too small), click the icon top right.
Use the search bar to find the list from which you want to remove the Contacts, then check the box next to the list to select it.

Note: The number in parentheses next to each list indicates how many Contacts in that specific list.
Click the button Remove Click the bottom-right corner to remove the Contacts selected list.

Remove Contacts an Automatic List:
Contacts automatically removed from automatic lists when they no longer meet the defined criteria. To remove a contact, simply make sure it no longer meets the requirements of the desired list.

Customize the order of the lists

Click the section name Contacts in the upper left corner.
Hover your cursor over a list to see the hand icon appear.
Drag each list up or down to arrange them in the order you prefer.

Conclusions

Knowing how to make the best use of tags and lists in your Artshell address book is essential for maintaining a structured, efficient, and personalized way of managing your Contacts.

These tools allow you to easily categorize the people and organizations you work with, create targeted groups for mailings, communications, and campaigns, and quickly find the Contacts relevant Contacts based on your operational needs. Whether you need a static selection for a specific communication or a dynamic organization that updates automatically over time, investing time in setting up tags and lists will help you save resources, improve the effectiveness of your work, and keep your database organized and up-to-date at all times.