How to use smart tags to colour-code your pipelines

Table of contents

1. What are smart tags?
2. Key benefits of smart tags
3. Permissions and access
4. Limits and validity
5. How to set up and use smart tags
6. Step 1: Find the smart tags
7. Step 2: Create a smart tag
8. Step 3: Define the rules
9. Previewing, editing or deleting tags
10. Recommended preset tags
11. Best practice
12. Troubleshooting
13. Frequently asked questions

What are smart tags?

Smart tags help you set visual priorities for the opportunities in your pipelines using coloured labels. Instead of relying on filters or text labels, you can highlight deals automatically according to rules you define yourself, such as stalled deals, high-value opportunities or new leads.

This article shows you how to create, edit and manage smart tags in Futuria CRM.

Key benefits of smart tags

• Instant prioritisation: high-impact deals stand out straight away.
• Less context switching: there is no need to open every card or apply several filters.
• Shared focus for the team: everyone sees the same colour signals, which encourages coordinated action.
• Customisable for any workflow: you can build any combination of AND/OR conditions using standard or custom opportunity fields.

Permissions and access

• Who can create or edit smart tags:
  
  • Account administrators
  • Users with pipeline edit permissions
• Who can see smart tags:
  
  • All users (with pipeline view permissions)

Limits and validity

• Each pipeline supports up to 60 active smart tags.
• Duplicate tags within the same pipeline (same colour and same rule) are blocked automatically.
• Tags update automatically as the deal data changes, with no need for manual refreshes.

How to set up and use smart tags

Step 1: Find the smart tags

1. Go to Opportunities in your account.
2. Click the Pipelines tab.

1. Click the Edit button on the pipeline you want to add smart tags to.

1. Open the Smart Tags tab.

Step 2: Create a smart tag

1. Click Add Smart Tag.

1. Choose between:
   
   • Create new tag: define the colour, the name and the rule conditions.
   • Preset tag: use one of our ready-made templates (for example New Lead, High Value).

1. Enter a Label name (for example "Stalled deal").
2. Add a Description for extra clarity (optional).
3. Choose a Colour for the tag.
4. Tick Apply to all pipelines if you want this rule to be used globally.
5. Click Next: Add Rule.

Step 3: Define the rules

1. Use the rule builder to specify when the tag should appear.
2. Every tag is based on a rule, for example:
   
   • Created date ≤ 3 days ago → "New Lead"
   • Deal value > 10.000 € → "High Value"
3. You can:
   
   1. Combine several conditions with AND / OR logic.
   2. Add nested filters for complex logic.
   3. Use Tag Preview to see how it will look on a sample card.
   4. When you have finished, click Save.
4. Smart tag rules use the same advanced filtering experience as Opportunities, including:
   
   • Grouped fields (folder-based sections) so you can find fields more easily.
   • A Stage filter for more precise targeting.
   • Extended date operators: Is not, In the next, In the last, More than, Less than.
   • Relative time filters using days, weeks, months and years.
   • Nested filter logic for more complex rule conditions.

Previewing, editing or deleting tags

• Once the tag has been created, users can easily preview, edit or delete tags directly from the smart tags page.

Recommended preset tags

Best practice

✅ Use distinct colours for your main priorities (for example red for urgent, green for high value).

✅ Keep tag names short, ideally under 20 characters.

✅ Review your rules regularly to make sure they are still relevant.

Troubleshooting

• Smart tags are not visible on the cards?
  
  • Make sure the smart tags have been added to the card layout (via Customise Card).
  • Check that the rule conditions are correct and apply to the cards you are looking at.
  • Force a page refresh to sync the changes across the pipeline.
• Cannot find the Smart Tags tab?
  
  • Only administrators and users with the necessary permissions can access tag creation and editing.

Frequently asked questions