Creating, Using, and Safely Deleting Tags

Creating, Coloring, and Using Tags in Modules

Once created, a Tag can be assigned to records across multiple modules, and a distinctive color can be selected for it.

How to Create and Assign a Tag

Open the desired record and locate the Tags field. Start typing a name. If a suitable Tag already exists, select it from the suggestions. If the name does not exist, enter a new one and save the record—Hanna will automatically add it to the master list of Tags.

Check the suggestions before creating a new Tag. This helps avoid similar variations, such as "Important," "Urgent," and "IMPORTANT."

Choose short, clear names that your team interprets consistently. A Tag should complement the record's status or type rather than duplicate it.

Changing a Tag's Color

In the list of Tags, click the pencil icon next to the desired row. In the window that opens, select a color and click Save.

The Tag's name is displayed at the top of the window, and the usage count appears below the color field. The name cannot be changed in this window.

The new color applies to that specific Tag across all records where it is used. Assignments and usage counts remain unchanged. If you do not see the pencil icon, you may lack the "Edit Settings" permission (permissions). Please contact your Hanna administrator.

Tags Across Different Modules

Hanna uses a shared Tag dictionary. For example, you can assign the Urgent tag to both a Task record and a Project, provided that the forms for both modules include a Tags field.

You can assign multiple tags to a single record. Their order is preserved upon saving, and if a tag is removed from one record, it remains in the shared list and on other records.

The shared dictionary helps filter and identify similar records, so it is beneficial for the team to agree on naming conventions. Before creating a new tag, check if an existing suggestion is suitable.

Safe Tag Deletion

Before deleting a tag, check its usage count and consider which records will be affected by its removal.

Safe Tag Deletion

Deleting a tag affects the entire Hanna account. Once removed, the tag disappears from the shared list and from all records to which it was assigned. The records themselves—whether Tasks, Projects, or items from other modules—remain intact.

Before deleting:

1. search for the exact tag name;
2. check the Used column; 3. ensure that the Tag is no longer needed in other modules;
3. if necessary, first assign a different Tag to the records.

Then, click the trash icon in the row and confirm the action. This action cannot be undone.

If the delete button is missing, you do not have the permission to delete settings.

Related articles

• Purpose, List, and Search for Tags
• General settings and default values