Last updated: 2025-12-02
Office Settings - Record Tags
Office Settings - Record Tags
)
The link for this help topic is:
](javascript:void(0);)
The Record Tags content link in [Office
Settings](/help/pro/office/settings) allows users to create and manage the record tags that users
in the office can apply to records. For more information, see [Record
Tags](/help/pro/record/tagging).
To see this content link, the administrator must have the Custom
Fields – Field Name Modification user right.
Note: It may be necessary
to click the double chevron (>>) to see this content link.
Managing record tags begins with creating a set of tags appropriate
to your organization's needs. Later, you can delete tags that are no longer
relevant or deactivate tags to prevent users from using them in the future.
Tip: The tasks described
below can also be accomplished directly from a SmartPad note or other
area of the system where users can select record tags. Users who have
the Custom Fields – Field Name Modification
user right will see the Record Tag Customization
wherever they
encounter a list of record tags. Clicking this button opens a list of
all available record tags in the office, with options to create, modify
and delete tags.
Creating a Record Tag
-
In Office Settings, open the [Record
Tags content link](/help/pro/office/settings/-/record/tags).
-
Select Menu
> New 'Record Tagging' Record to
open the Record Tag Detail dialog box.
-
Type the tag.
-
Make sure the Active
option is selected, and then click the OK
button.
The tag is now ready to be applied to records.
Deleting a Record Tag
Note: A tag cannot be deleted
if it has been applied to one or more records. In addition, if a tag was
created in another office, the tag can be deleted only from that office.
-
In Office Settings, open the [Record
Tags content link](/help/pro/office/settings/-/record/tags).
-
Select a record tag.
-
Select Menu
> Delete 'Record Tagging' Record.
Activating or Deactivating a Record Tag
Activating a tag makes it available for users to apply to records. Deactivating
a tag makes it unavailable, but any records that the tag has already been
applied to will retain the tag.
Note: If a tag was created
in another office, the tag's status can be changed only from that office.
-
In Office Settings, open the [Record
Tags content link](/help/pro/office/settings/-/record/tags).
-
Click the first-column hyperlink for
a record tag (by default, this is the tag name) to open the Record
Tag Detail dialog box.
-
Select or clear the Active
option, and then click the OK button.
Tracking Changes to Record Tags
Changes made to record tags are tracked as part of the [SmartPad
Audit Trail](/help/pro/contacts/and/businesses/-/smartpad#Audit_Trail) feature. To see a history of changes:
-
Select Utilities
> SmartPad Changes from the [side
menu](/help/pro/navigation/-/side/menu) to open the SmartPad Change Search dialog box.
-
In the Table Name field, type DOLADVICE. This is the name of the SmartOffice
database table that stores audit trail information for record tags.
-
Click the Search
button.
](javascript:void(0);)