# How to use smart tags to colour-code your pipelines

> Learn how to use smart tags in Futuria CRM to colour-code your opportunities, set visual priorities and manage your sales pipeline better.

Author: Futuria Support Team · Published: June 18, 2026 · Reading time: 5 min read

Source: https://futuriamarketing.com/en/supporto/come-usare-smart-tag-pipeline/

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## 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.

![The Pipelines section in Futuria CRM.](https://jumpshare.com/share/1lRYpa0DPkqgnn7vklNo+/Screen+Shot+2025-10-14+at+10.10.30+PM.png)

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

![Edit button for a specific pipeline.](https://jumpshare.com/share/SiYTF4MUiKdXMRW6q8zM+/Screen+Shot+2025-10-14+at+10.12.33+PM.png)

1. Open the **Smart Tags** tab.

![Smart Tags tab in the pipeline settings.](https://jumpshare.com/share/QT0cNw8OUDULQHDTOQvA+/Screen+Shot+2025-10-14+at+10.18.05+PM.png)

### Step 2: Create a smart tag

1. Click **Add Smart Tag**.

![Add Smart Tag button.](https://jumpshare.com/share/xs6WW87OttyVfYr6Io9l+/Screen+Shot+2025-10-14+at+10.21.18+PM.png)

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*).

![Option to create a new tag or use a preset tag such as 'High Value'.](https://jumpshare.com/share/YTAhZp8CjAr7fQedHxkK+/Screen+Shot+2025-10-14+at+10.23.28+PM.png)

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**.

![The 'Next: Add Rule' button while creating a smart tag.](https://jumpshare.com/share/Y24qhRMvGpdtEt8pRgOr+/Screen+Shot+2025-10-14+at+10.28.48+PM.png)

### 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.

![Example of nested filter logic for smart tag rules.](https://jumpshare.com/share/f1pRboRnSNkFOLOc17cm+/GIF+Recording+2025-10-14+at+10.31.43+PM.gif)

## 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.

![Options to preview, edit or delete smart tags.](https://jumpshare.com/share/PsC7yPDFd1OM1L3duyJT+/Screen+Shot+2025-10-14+at+10.35.13+PM.png)

## Recommended preset tags

| Tag name | Colour | Example rule | Purpose |
| --- | --- | --- | --- |
| **Stalled deal (coming soon)** | Grey | Last activity more than 14 days ago | Highlight neglected opportunities |
| **High Value** | Green | Opportunity value > 10.000 € | Flag high-value deals |
| **New Lead** | Blue | Created date ≤ 3 days ago | Track new opportunities |
| **At Risk (coming soon)** | Red | Last stage change > 30 days ago and Status = "Open" | Warn about deals that are going cold |
| **Hot Deal** | Orange | Created less than 7 days ago and Opportunity value > 5.000 € | Highlight recent, high-value opportunities |
| **Unassigned deal** | Purple | Owner is empty | Spot opportunities with no one in charge |

## 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

##### Do smart tags work across all pipelines?

Yes. If you select "Apply to all pipelines", the tag will appear wherever its rule conditions are met.

##### Can I duplicate smart tags between different pipelines?

Not yet, but you can manually reapply the same rule in another pipeline.

##### Are smart tags included in reports?

At the moment, smart tags are only displayed in the pipeline view.

##### Who can create or edit smart tags?

Any user with permission to edit a pipeline's settings can manage smart tags. Use the pipeline permissions to restrict access if you need to.

##### Are smart tags evaluated in real time?

The system re-checks all tag rules whenever an opportunity is created or updated, or when its stage/status changes.