Tips for using the 'External: Contact tag' option.

We recommend using the contact tagging method to ensure that your message is delivered to the correct recipient. This article provides tips and examples to help you determine if this method is suitable for you. Please also be aware of the alternative method to contact tags, the 'Basic Client Email/Mobile' field which is discussed here. However, we strongly suggest using the contact tag method as it is the most effective way to link and tag contacts.

Please take a moment to watch the video above to get a full breakdown of how this feature works. Below is an overview of what is discussed in the video with examples.

Benefits of the Tagging Approach:

1. Organised Recipients: Ensures that all recipients of emails and SMS messages are individuals, creating an organised messaging system.
2. Access to Specific Data: Facilitates access to specific data fields associated with individuals, such as names, salutations, and more.
3. Multiple Recipients: Allows sending messages to multiple recipients within a client, providing flexibility.
4. Tailored Workflow Systems: Ideal for managing diverse workflow systems within Glide, directing specific messages to different individuals based on their roles or needs.
5. Filtering Capabilities: Acts as a filter, allowing you to decide who receives specific automation, enhancing control over your messaging.

Things to have in place for contact tags to work:

1. Have the contact tags created, for example, VAT, Accounts, Personal Tax etc. Click here to see how to create the tags.
2. Ensure you have a client contact linked on the contact tab in the client card. If the contact doesn't already exist Click here on how to create a contact.

Tip Number 1: Contact Tagging

Tags offer great flexibility, allowing you to target messages for VAT, accounts, payroll, or any other specific purposes. You can use tags for multiple reasons. Firstly, they allow you to target different contacts. Secondly, you can send the same email to multiple contacts. Thirdly, you can filter clients who have an email address or not. Lastly, you can have different tags associated with the same contact so they can receive different emails as needed.

Example of Tip 1:

Suppose you are providing year-end accounts to a client named Glide Practice Solutions Limited. The client has two individuals involved in the process - an internal bookkeeper who handles all the bookkeeping, and a Director who approves the accounts. As per the Director's instruction, you need to send an automatic email only to the internal bookkeeper to chase the information. To achieve this, you can apply a tag such as 'Accounts Chaser' to the internal bookkeeper's contact. When the email is triggered by an action in the workflow, the system will use this tag to send the chasing email to the internal bookkeeper only. This way, you can ensure that you are communicating only with the relevant person and maintaining a clear communication channel.

Three Reasons for Self-Tagging

Self-tagging is particularly beneficial for three primary reasons:

1. Individual Clients: Self-tagging is designed for individual clients, eliminating the need for the constant creation of duplicate contacts.
2. Basic Option with a Filter: If you need tagging but are content with the email address on the client record and any merge fields you want on all client records, self-tagging is an efficient method.
3. Mix of Organisations and Individuals: If your automation involves a mix of organisations and individuals, self-tagging becomes essential. Tagging for organisations implies tagging for individuals as well, ensuring a logical self-tagging process.

Tip Number 2: Self Tagging

Self-tagging provides a simple way to apply a tag directly to the client and the system will use the main email or phone number on the client's summary card. This can be useful in scenarios where you need a filter but can't achieve it through standard workflow setups.

Example of Tip 2:

If you have created a tag called 'Personal Tax Chaser' and want to use it to ensure that all associated clients receive an email or SMS about submitting their information, you can easily do so. By going to an individual client card, you can see that the client's details, such as their first name, last name, and email/phone number, are already filled out. As the client is already in the system, you do not need to add them as a new contact. Simply select the relevant tag from the contacts tab under the 'Self Tag' option. This action will ensure that the system targets this client via the 'Self Tag' option and sends the email or SMS to them.

Route Options: When creating workflow routes, it's good to think about any email automation you may want to send to clients. Different people have different needs, so your routes should have information that's relevant to them. To make things easy, it's a good idea to have separate routes for different types of tax returns. For instance, you could have routes for Standard returns, Partnership returns, and Sole Traders. This will let you apply different automations to each route, without needing to use different tags.

This tagging approach ensures effective communication in Glide, creating a structured and personalised experience for both senders and recipients. For more insights, refer to linked articles on creating contacts and tags. If you have any questions or need any more help, our support team is ready to help. Feel free to use the 'Questions? Doc + Help' widget to search for another related article or hit the ask button to contact the team, alternatively you can call or email the Glide team.