Data Fields
Data Fields are structured fields you create to capture specific types of information. They’re perfect for details that need consistency, automation, or reporting.
Examples of when to use Data Fields:
Store a Renewal Date on an Account to track contract timelines.
Capture a Segment (Enterprise, SMB, etc.) on a Project for reporting.
Add a Kickoff Date at the Project level to automate scheduling.
Track a CRM System or Integration Status across Accounts.
Best for:
Data you’ll use in automations (e.g., trigger a workflow when Renewal Date is approaching).
Fields that require a specific type (Date, Number, User, Dropdown, etc.).
Information you want to report on consistently across multiple projects or accounts.
Tags
Tags are lightweight labels you can attach quickly to Projects, Tasks, or Accounts. They’re flexible and great for one-off grouping, filtering, or categorization.
Examples of when to use Tags:
Mark a Project as High Priority.
Group Tasks with a Q3 Campaign tag.
Flag Accounts as Beta Program participants.
Add a Training Required tag to tasks.
Best for:
Quick organization without needing a structured field.
Filtering and searching (e.g., show all projects with the “High Priority” tag).
Situations where the value doesn’t need to be automated or reported in detail.
Choosing Between Data Fields and Tags
Use Case | Best Choice | Why |
Need a date for reporting or automation | Data Field | Date fields can trigger automations and drive reports |
Want to group projects as “Pilot” vs “Standard” | Tag | Simple categorization, no automation needed |
Capture a customer’s onboarding status | Data Field | Dropdown values keep status consistent across accounts |
Highlight tasks related to a specific campaign | Tag | Easy way to find and filter those tasks |
Track who the Implementation Manager is | Data Field | Assigns a specific User type field |
Flag projects as “High Priority” | Tag | Quick, flexible label |
Tips
Use Data Fields for structure, Tags for flexibility.
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 turning it into a Data Field instead.