What are tags?
Tags are color-coded labels you add to Inbox items so they’re easy to spot and sort. You can also use tags with forms and Advanced Fax Routing rules.
Where do I manage tags?
In the Inbox, select Admin (top right).
Select Tags from the Admin menu on the left.
The Tags page opens.
Note: Only admins can see Admin. If you don’t see it, ask an admin at your practice.
What’s on the Tags page?
Item | What it does |
Active tab | Tags your team can use now. The number shows how many there are. |
Inactive tab | Tags that are turned off. The number shows how many there are. |
Search by name | Finds a tag quickly |
+ Add New | Creates a new tag |
Double lines (left of each tag) | Drag to change the tag’s order |
Edit | Changes the tag’s name, color, or active status |
Delete | Permanently deletes the tag |
How do I add a new tag?
Select + Add New.
Enter a Tag Name (required).
Choose a Tag Color (required). Click a color on the color wheel, then use the slider below it to make the color lighter or darker.
Select Add.
Tip: The Add button stays grayed out until you enter a tag name.
How do I change the order of my tags?
Drag the double lines to the left of a tag up or down to where you want it.
The order you set here is the order tags appear everywhere you can pick them, including Inbox items, forms, and Advanced Fax Routing rules.
How do I edit a tag?
Select Edit next to the tag.
Change the Tag Name, the Tag Color, or both.
Turn the Active toggle on or off.
Select Update.
How do I delete a tag?
Select Delete next to the tag.
Confirm that you want to delete it.
Important: Deleting a tag can’t be undone. If you might need the tag again, make it inactive instead.
What’s the difference between making a tag inactive and deleting it?
| Inactive | Deleted |
Still shows on items already tagged? | ✅ Yes | ❌ No, it’s removed from every item |
Can be added to new items? | ❌ No | ❌ No |
Available in forms and fax routing? | ❌ No | ❌ No |
Shows in Admin > Tags? | ✅ Yes, on the Inactive tab | ❌ No |
Can be undone? | ✅ Yes, turn Active back on | ❌ No |
How do I tag an item in my Inbox?
Open the item in your Inbox.
Select the tag icon in the item’s title.
Choose the tag. You can scroll the list, use the Up and Down arrow keys, or start typing the tag’s name to find it.
Tags appear in the order you set in Admin > Tags.
How do I see only items with a certain tag?
In the Inbox filter bar across the top, select Tags.
Select Clear to uncheck all tags.
Check the tags you want to see.
Your Inbox now shows only items with those tags.
To see everything again, open Tags and select All.
What does “No Tag” mean in the filter?
No Tag shows items that don’t have a tag yet.
Important: If No Tag is unchecked, any items without a tag are hidden from your Inbox. If items seem to be missing, open Tags and select All.
Do tags update for everyone right away?
Yes. With Realtime Tagging, when someone adds, changes, or removes a tag on an Inbox item, everyone else sees the change right away, without needing to refresh the page.
This helps when several people work in the same Inbox. Everyone always sees the current tags, so it’s easier to tell what’s already been handled.