Tags

Overview

To use tags, open the Agency menu → the Tags card → pick the Property, Tenancy, Property Owner or Supplier tab and create a tag group with some tags. Then click Manage Tags on any record to tag it, or select rows in a table and use Assign Tags to tag several at once.

Create a tag group and tags

Open the Tags page

From the left sidebar, click Agency, then open the Tags card. The Tag Management page opens. (The Tags card only shows for agency principals.)

Choose what the tags are for

At the top, select the tab for the record type these tags apply to — Property, Tenancy, Property Owner or Supplier. Each tag group belongs to one of these types and only shows on that type of record.

Create the tag group

Click Create Tag Group (top right), enter a Tag group name, then click Create.

Add tags to the group

On the new group, click Add Tag, type one tag per line in the box, then click Add to save them all at once.

Note: Tag group and tag names must be unique within a record type — if you re-use a name Keyhook rejects the duplicate with a message that a tag (or tag group) with this name already exists for this type.

Tag a single record

Find the Tags section on the record

Open the record and go to its Tags section: for a property it's in General property details on the Set Up Property page; for a tenancy it's the Custom fields & tags step of Set Up Tenancy; for an owner or supplier it's the Tags block on their record.

Open Manage Tags

Click Manage Tags. A searchable list of every tag for that record type opens, grouped by tag group.

Pick the tags

Tick each tag you want on the record — use the Search tags... box to narrow a long list. Untick a tag to remove it.

Save

Click Save. The tags now show in the record's Tags section.

Note: Only tag groups created under that record's type appear here — if the list is empty, create a group under the matching tab on the Tag Management page first.

Show and filter tags in a table

Open the table

Open the list you want to filter — Properties, Tenancies, Property Owners or Suppliers.

Show the Tags column

Click Columns and turn on Tags — it's hidden by default. On the Tenancies table the tenancy's own column is instead labelled Tenancy Tags (and the table also carries Property Tags and Property Owner Tags columns); the Properties table also has a separate Property Owner Tags column.

Filter by tag

Open the filter on the Tags column (the Tenancy Tags column on the Tenancies table) and pick the tags you want — the table then shows only records carrying those tags.

Tag several records at once

Select the records

In the table, tick the checkbox on each record you want to tag.

Open the actions

Click Actions to see what you can do with the selected records.

Assign the tags

Choose Assign Tags, tick the tags to apply in the Bulk Assign Tags window, then click Assign Tags.

Note: You must select at least one tag, and every selected record gets those tags added — bulk assign only adds tags, it never removes the ones a record already has.

Rename or delete tags and groups

Rename a tag or group

On the Tag Management page, click the pencil icon next to a tag group or tag, edit the name, and click the tick to save.

Delete a single tag

Click the trash icon on a tag's row and confirm. The tag is removed from every record it was on.

Delete a whole group

Click the trash icon on the tag group's header and confirm in the pop-up.

Note: Deleting a tag group also deletes every tag inside it and removes those tags from all records — this can't be undone.

Frequently asked questions

Why don't my tags show up on a record?

Tag groups are tied to a single record type. A group you created under the Property tab only appears on properties, not on tenancies, owners or suppliers. Create a matching group under the right tab and its tags will appear in that record's Manage Tags list.

What happens to tagged records if I delete a tag?

The tag is removed from every record it was assigned to. Deleting a whole tag group removes all of its tags from every record. Neither action can be undone, so rename rather than delete if you just want to tidy up wording.

How do I remove a tag from one record?

Open the record's Manage Tags window, untick the tag, and click Save. Bulk Assign Tags can't remove tags — it only adds them.

Can I see how many records use a tag?

Yes. On the Tag Management page each tag row shows a count — Tagged Properties, Tagged Tenancies, Tagged Property Owners or Tagged Suppliers depending on the tab.

Can two tags have the same name?

Not within the same record type — Keyhook rejects a duplicate with a message that a tag (or tag group) with this name already exists for this type. The same name can exist under different types (for example a Property tag and a Supplier tag).

Tags

Frequently asked questions

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