Organize your contacts tags and lists

Introduction

I Tags and the Lists let you organize your Contacts, segment your database, and quickly find the people you're interested in.

In this article, learn how to create, assign, and remove tags, as well as organize " Contacts " into manual and automatic lists.

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.

Before You Begin

If you're not yet familiar with how Tags and Lists work, check out these articles:

Before creating your tags

Avoid creating tags that duplicate information already included in the contact's master data (such as City, Country, Position, or Contact Type).

Use tags to add information that is useful for database segmentation and for organizing Contacts.

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.

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.
Demographics	For example, by generation: Silent Generation (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, Law, Marketing, Fashion, Architecture, AI, etc.
Personal interests / hobbies	Sports (golf, tennis, sailing) and hobbies (food and wine, music, volunteering, pet lovers, 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.
CRM (Customer Relationship Management)	For example: Lead (New), contacted, in negotiations, proposal sent, acquired customer, lost customer, or not interested. Interaction status: To be contacted, follow-up on [Date], awaiting response.

Manage Tags

You can use tags to label and categorize Contacts s to make them easier to search, organize, and export.

Note: The procedures described below use the panel Manage. After selecting one or more Contacts, the panel appears automatically on the right. If you don't see it after making your selection, click the icon top right.

Create a new tag

You can create a new tag from a contact's " record " or from the " Manage" panel.

From record contact

Select a contact, then click the icon Tap here to enter mode edit.
In the " Add a tag" field, type the name of the new tag.
Press ENTERon the keyboard.
Click " Save " at the top to confirm.

From the Manage panel

This method is recommended if you want to assign the new tag to multiple Contacts at the same time.

Select the Contacts theicon .
In the " Manage " panel that appears on the right, click " Add Tag."
Click + Create tag.
Enter the tag you want to create in the space provided, then click " Create Tag." Click " Cancel " to go back.
Click the "Add " button in the lower-right corner to apply the tag you created to the Contacts .

Note: The number in parentheses next to each tag indicates how many Contacts s are assigned to it.

Tip: Before creating a new tag, use the search bar to check that one with the same or a similar name doesn't already exist.

Add an existing tag

Select the Contacts the icon .
In the " Manage " panel that appears on the right, click " Add Tag."
Search for the tag using the search bar.
Check the box next to the tag to select it.
Click " Add " in the lower-right corner to apply the tag to the selected Contacts s.

Remove a tag

You can remove a tag from a single contact's record or from multiple Contacts at the same time.

From record contact

Select a contact, then click the icon Tap here to enter mode edit.
Click the X icon next to the tag you want to delete to remove it.
Click " Save " at the top to confirm.

From the Manage panel

Select the Contacts theicon .
In the " Manage " panel that appears on the right, click " Remove Tag."
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).
Click " Remove " in the bottom right corner to remove the tag.

Note: The list shows only the tags found in the selected " Contacts ."

Important: A tag is permanently deleted only when it is no longer associated with any contact. For more information, see the article How to Delete a Tag That Is No Longer in Use.

Manage Lists

Lists allow you to group " Contacts " according to the criteria you choose.

There are two types of lists:

Manuals that you update manually.
Automatic, which update automatically based on the specified criteria.

To view all the lists you've created, click the section name Contacts in the upper-left corner.

Manual Lists

Manual lists remain unchanged until you edit them.

Create a manual list

Select the Contacts theicon .
In the " Manage " panel that appears on the right, click " Add to List."
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.

Add Contacts to a manual list

Select the Contacts theicon .
In the " Manage " panel that appears on the right, click " Add to List."
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.
Click the "Add " button in the lower-right corner to add the Contacts to the selected list.

Note: The number in parentheses next to each list indicates how many Contacts it contains.

Remove Contacts from a manual list

Select the Contacts theicon . If you want to remove a large number of Contacts, we recommend that you open the manual list directly to edit it.
In the " Manage " panel that appears on the right, click " Remove from List."
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.
Click the button Remove Click the bottom-right corner to remove the Contacts selected list.

Automatic Lists

Automatic lists update on their own: when a contact meets the list's criteria, it is automatically added; when it no longer meets them, it is removed.

Create an automatic list

Use the search bar in the section Contacts to set one or more search criteria.
Press ENTER.
Click the icon by Save search.
Enter the name of the list.
Click " Save List."

Tip: Includethe 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 image above could be: "Contacts s in Milan - tag 'VIP' + in 'Milan'".

Add Contacts to 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 Contacts from an auto-fill list

Similarly, you cannot manually remove a contact from an automatic list. Contacts are automatically removed from automatic lists when they no longer meet the defined criteria.

Sort the lists

You can change the order of the lists at any time.

Click the section name Contacts in the upper left corner.
Hover the cursor over a list until the drag icon appears.
Drag the list up or down to place it where you want.

Conclusions

Now you know how to use tags and lists to organize your " Contacts " in Artshell.

Tags help you categorize and quickly find Contacts, while lists let you create manual or automatic collections based on the criteria you prefer.