Lists and tags

Firm owners and admins use Lists & Categories to maintain the dropdown values and tags that show up across client, task, billing, and workflow records.

Employees with list and tag access can also use this guide; see Permissions and Visibility if Lists & Categories, Tags, or a specific list is hidden.

Manage lists and tags

1. Open Settings.
2. Select Lists & Categories.
3. Choose Tags or one of the common lists below.

The group includes Tags plus common lists such as Business Type, Client Category, Task Status, Priority, Reporting Period, Payment Term, Interaction Type, Industrial Type, Relation, and Bookkeeping Method, among others.

Changes here affect everyone in the firm. Confirm the impact before saving a new value or removing one that is already in use.

Edit a common list

Use a common list when you need to change the dropdown values your team picks from.

1. Open the list (for example, Task Status).
2. To add a value, select Add (the plus icon), enter the name and any list-specific settings, and select Add.
3. To update an existing value, open the value’s row, change the fields, and select Update.
4. Use the row controls to toggle status, mark a default, or delete the value.

Most lists store name, status, and a default flag. A few lists ask for extra fields:

• Business Type stores a Type.
• Interaction Type stores an interaction type and a color.
• Priority stores a color.
• Payment Term stores a numeric Value.

The list shows values in a sort-based order. Reorder controls are not part of the common-list view.

Locked values

Some seeded values cannot be renamed or deleted because they are locked. You can still change status, default, or a few meta fields on a locked value where the list allows it. If the rename or delete control is missing for one value but available for others in the same list, that value is locked.

Manage tags

Use Tags when you need a tag that team members can apply across the records that support tagging.

1. Open Settings > Lists & Categories > Tags.
2. Select Add (the plus icon) to create a tag, or select an existing tag to update it.
3. Enter the Name.
4. Choose where the tag can be used. The active scopes are Client, Notes, and Contact.
5. Add a description if it helps your team understand when to apply the tag.
6. Select Add or Update.

Seeded tags can also be locked. When a tag is locked, the edit and delete controls are hidden from the tag’s detail view; status and default behavior may still be available.

Common lists vs tags

Use a common list when you are maintaining the choices in a specific dropdown — for example, the Task Status values that appear when someone updates a task.

Use a tag when you want a flexible label that can be applied to a record from a tag picker. Tags work across Client, Notes, and Contact records based on the scopes saved on the tag.

Related guides

• Settings explains how Lists & Categories fits with other firm settings.
• Permissions and Visibility explains why Lists & Categories, Tags, or specific actions may be hidden.