Lists and tags

Firm owners and admins use Lists & Categories to maintain dropdown choices and client tags used across client, task, billing, and workflow records.

If Lists & Categories, Tags, or specific actions are hidden, see Permissions and Visibility.

Manage lists and tags

1. Open Settings > Lists & Categories.
2. Choose Tags or a common list.

Common lists include Business Type, Client Category, Task Status, Priority, Reporting Period, Payment Term, Interaction Type, Industrial Type, and Bookkeeping Method, among others.

Changes made here affect all users in your firm.

Edit a common list

Use common lists to customize choices available in record dropdowns.

1. Open the list (such as Task Status).
2. Select Add (the plus icon) to add a choice, or select an existing row to update it.
3. Enter the value name and optional list-specific options (such as colors for Priority or numeric values for Payment Term).
4. Select Add or Update.

Locked seeded values cannot be renamed or deleted, but their status or default flags can still be updated.

Manage tags

Use Tags to create flexible labels applied across Client, Notes, and Contact records.

1. Open Settings > Lists & Categories > Tags.
2. Select Add (the plus icon) or edit an existing tag.
3. Enter the Name (such as VIP-Client, E-Commerce, or Audit-Risk).
4. Choose the tag scope (Client, Notes, or Contact).
5. Add an optional description to guide staff on when to apply the tag.
6. Select Add or Update.

How tags drive workflow automations and stage conditions

Client tags act as conditions that control workflow automation logic across your firm:

• Pipeline Triggers: Pipeline triggers monitor client service tags to decide when to automatically launch recurring jobs.
• Stage-Level Conditions: In Job templates and stage automation, entire pipeline stages can require condition tags (such as restricting a Partner Review stage to clients tagged VIP-Client or Audit-Risk).
• Action-Level Condition Tags: Individual stage actions (Task, Invoice, or Email) can be restricted to specific tags, enabling customized client communications and tasks on the same pipeline board.

For practical automation examples using tags, see Automate HST & GST filings.