When to Use Data Fields vs. Tags

Last updated: March 13, 2026

Data Fields and Tags both help you organize information in OnRamp, but they serve different purposes. Knowing when to reach for each one keeps your workspace clean, consistent, and automation-ready.

Data Fields — Use for Structure

Data Fields capture specific, typed information that needs consistency, automation, or reporting.

Best for:

  • Data you’ll use in automations (e.g. trigger a workflow when a Renewal Date is approaching)
  • Fields that require a specific type — Date, Number, User, Dropdown, Currency, etc.
  • Information you want to report on consistently across multiple projects or accounts

Examples: Renewal Date, Customer Segment, Kickoff Date, Implementation Manager, CRM System

Tags — Use for Flexibility

Tags are lightweight labels you can attach quickly to Projects, Tasks, or Accounts for grouping and filtering.

Best for:

  • Quick organization without needing a structured field
  • Filtering and searching (e.g. show all projects tagged “High Priority”)
  • Situations where the value doesn’t need to be automated or reported in detail

Examples: High Priority, Q3 Campaign, Beta Program, Training Required

Quick Decision Guide

  • Need a date for reporting or automation? → Data Field
  • Want to group projects as “Pilot” vs “Standard”? → Tag
  • Tracking a customer’s onboarding status? → Data Field (Dropdown keeps values consistent)
  • Highlighting tasks related to a campaign? → Tag
  • Tracking who the Implementation Manager is? → Data Field (User type)
  • Flagging projects as “High Priority”? → Tag

Tips

  • It’s common to use both together — e.g. a Project might have a Segment Data Field (Enterprise) and a High Priority Tag.
  • If you find yourself needing to report on a Tag consistently, consider converting it into a Data Field instead.