How-To: Using Tags & Lists in CRM

Purpose

To provide clear steps for using tags and lists in CRM to segment, track, and manage leads effectively. Tags and lists help categorize leads for reporting, nurturing, and targeted outreach while keeping CRM data clean and actionable.

Step 1: Understand Tags vs Lists

  1. Tags: Labels applied at the lead or account level (e.g., SaaS, Mid-Market, Webinar-2025, Nurture). Used for categorization and quick filtering.
  2. Lists: Grouped collections of leads/accounts based on shared criteria (e.g., APAC SaaS Prospects, High ICP Fit Leads, Event Attendees). Used for campaigns and structured outreach.

Step 2: Apply Standard Tags

  1. ICP Tags → Industry, geography, company size (e.g., SaaS, HealthTech, Enterprise).
  2. Source Tags → Lead source (e.g., Inbound-Webinar, Outbound-Apollo, Referral).
  3. Stage Tags → Status of the lead (e.g., Nurture, Cold, Qualified, Disqualified).
  4. Campaign/Event Tags → For tracking leads from specific campaigns (e.g., Gartner-Summit, Email-Campaign-Q2).

Step 3: Build & Manage Lists

  1. Create dynamic lists in CRM using filters (industry, ICP score, stage, geography).
  2. Use lists for targeted email campaigns, SDR call blocks, or LinkedIn outreach.
  3. Keep lists updated automatically via CRM rules whenever possible.
  4. Archive or refresh lists quarterly to prevent clutter.

Step 4: Use Tags & Lists in Daily Workflow

  1. SDRs use tags to prioritize outreach (e.g., High ICP Fit).
  2. AEs use lists to manage active pipeline segments (e.g., Enterprise Deals in Discovery).
  3. Marketing uses lists for campaign targeting (e.g., Recycled Cold Leads).
  4. Sales Managers track performance by segment (e.g., Conversion Rate by ICP Tag).

Step 5: Best Practices

  1. Always use company-approved tags; avoid creating duplicates with slight spelling variations.
  2. Do not use personal shorthand or inconsistent labels.
  3. Combine tags + lists for maximum granularity (e.g., Tag = HealthTech, List = APAC HealthTech ICP-Fit).
  4. Audit tags quarterly—Sales Ops to remove unused or redundant ones.

Step 6: Update & Document in CRM

  1. Apply tags when creating or updating lead records.
  2. Add leads to lists during campaigns or when flagged for nurture.
  3. Ensure all changes are logged automatically through CRM workflows.