Adding, Removing and Overwriting Tags Using Workflow Rules

Tags help you categorize and organize records in BoldSales so you can filter them easily, trigger automations, and segment contacts, companies, and pipeline records based on shared characteristics. As sales activity increases, managing these tags manually becomes difficult and inconsistent.
Workflow rules automate how tags are added, removed, or overwritten when certain events occur. This ensures consistent tagging, eliminates repetitive manual work, and keeps your CRM structured and accurate.

Use cases

Add onboarding tags automatically

When a new contact is created, a workflow rule can automatically add tags like New lead or Onboarding required.

Remove outdated tags when records change

Workflow rules can automatically clear tags that are no longer relevant. For example, if a lead moves to the Customer stage, older tags can be removed to maintain accurate segmentation.

Overwrite tags to keep associated company records aligned

When an opportunity moves into a more advanced stage, workflow rules can automatically replace existing tags in the associated company

How it works

Tag update actions (supported for all trigger types except email triggers) in a rule can be configured in three ways:

Add Tags: Adds new or existing tags to a record. If the tag already exists, it is ignored.
Remove Tags: Deletes specified tags from a record. If the tag isn’t present, then no changes are made.
Overwrite Tags: Replaces all existing tags with new ones.

You can configure multiple tag actions (Add, Remove, Overwrite) across different hierarchy levels within a single rule.
Supported hierarchy levels include:

• Primary contact
• Associated company
• Current record

Each action type (Add, Remove, Overwrite) can be applied once per module under either instant or delayed actions for clarity and consistency.
Tag updates can be applied not only to the triggered record but also to its associated parent records, depending on the module.

Setting up a workflow rule to manage tags

Access workflow rules

1. Go to Setup from the left sidebar.
2. In the Setup drawer, navigate to Process Management > Workflow Rules, or Automation > Workflow Rules. Alternatively, use the search bar in the drawer and type Workflow Rules.
3. Click button.

Set triggers

Triggers determine when the workflow rule runs and when the system should automatically add tags to records.
In the Set Trigger & Conditions tab:

1. Select a Trigger module. Tag update is only supported in Contacts, Pipelines and Companies modules.
2. Under Trigger type:

• Choose Record created to add tags immediately after a new record is saved.
• Choose Record created/edited or Record edited to add tags when records are modified. Then select whether the tag is added Only the first time the record is edited or Every time the record is updated.
• Choose Date/time to add tags based on a date or time field on the record.

Add conditions (Optional)

By defining conditions, you ensure that field updates occur only when records meet specific criteria that match your business logic.

While conditions are optional, once added, they become mandatory for the workflow to execute. This means the field update will only occur if both the triggers and the conditions are met.

To add conditions,

1. Click Add Condition.
2. Select a field and define the conditional criteria.
3. To add more conditions, click Add condition again, select another field then define the criteria. Note that you can define up to 10 conditions.
4. Choose whether all/any of the specified conditions must be met before the system executes the field update.
5. Click Add Group to create another set of conditions. Define the conditions within the group.
6. Use And / Or logic to decide whether all groups must be met, or at least one group must be met for the field update.

For more information on triggers and conditions, refer to Understanding triggers and conditions

Define actions

Actions determine how tags will be added, removed, or overwritten when the workflow’s triggers and conditions match.

Workflow rules support Instant Actions (performed immediately) and Delayed Actions (performed after a defined delay).

Configure instant actions

Add tags

1. Click the Select action dropdown under Instant Actions and choose Add tags.
2. Choose where to add the tags: Contacts (To current record or To primary company), Companies (To current record), Pipelines (To current record, To primary contact, or To associated company).
3. In the Tag(s) section, search and select the tags. Tags are listed according to the selected module.
4. Click Create tag to create and add a new tag.

The following image shows how to define add tags action.

Remove tags

1. Select Remove tags from the action dropdown.
2. Choose where to remove the tags from (same supported locations as mentioned above in the Add tags section).
3. In the Tag(s) section, search and select the tags to remove. The list is filtered according to the module.

The following image shows how to define remove tags action.

Overwrite tags

1. Choose Overwrite tags from the action dropdown.
2. Select where to overwrite the tags.
3. Search and select the tags to overwrite with or click Create tag to add new ones.

The following image shows how to define overwrite tags action.

Configure delayed actions

Delayed actions let you update tags after a specified delay period, from 30 minutes to 3 hours.

The option to configure delayed actions is available based on the selected trigger type.

• Supported for Record created triggers.
• Supported for Record created/edited and Record edited only when Occurrence is set to Only the first time.
• Not supported for Date/time triggers.

To configure a delayed action:

1. Click Set delay and choose the delay time.
2. Select Add tags or Remove tags or Overwrite tags.
3. Choose where the tags should be updated and select the tags, similar to instant actions.

Review and finalize

1. Review the configured triggers, conditions, and tag actions.
2. Click Create to activate the workflow rule.