Base Tips & Tricks #4: Stay Organized with Tags & Sources

Ever wondered what to do when you want to quickly filter information in Base? Look no further! Tags and sources and can be used to filter data in Base quickly and effectively.

This article outlines the differences and features of tags, sources and custom fields that you may not be aware of within Base’s web and mobile app.

Tags or Custom Fields?

A tag is a keyword or categorizing term that can be attached to a Lead, Contact, or Deal in Base. Tagging can be useful when you need something to quickly filter information by.

For example, if certain Contacts are more valuable than others, adding a “Premium” tag to them can help differentiate them from other Contacts. Tags can also be used to filter your reports, as well as come in handy when you want to bulk update certain data in Base.

So what’s the difference between tags and custom fields? Custom fields can also be used as filtering options, but their real value comes when you need to store information that isn’t provided by Base’s default set of fields. For example, you can add a Skype name or an anniversary date to a Contact using custom fields. These are things that you might not necessarily want to filter by, but are still great to have on a Contact card for reference.

Best Practices for Using Tags in Base

#1: Keep it relevant
Add tags that are relevant to your workflow so searching is easier. It will help if an admin takes on the responsibility of managing and maintaining all tags available for use in your Base account.

#2: Do not use long sentences
We all know of that one person who adds long sentences in the CRM. Using more meaningful and precise tags helps with searching for data in Base for reps on the go!

For example: Use “Trade show 10/13” as opposed to “Met lead at a trade show on 10/13”

#3: Build a tagging roadmap
Lay out your sales process roadmap. Tag based on what the next step or phase for these leads/contacts or deals in Base will be.


#4: Refresh these tags as often as possible

Removing old tags and adding new tags relevant to your current sales process and customer base helps keep the data up-to-date.

Sources

Setting lead and deal sources in Base helps to figure out where your leads and deals are coming from. They are essential for data-driven companies looking to optimize the ROI of their inbound marketing and outreach efforts.

Unfortunately, sources can often be misunderstood and misused. When used correctly, sources are reflected in the Deal Sources Report in Base, which clearly shows which channels your best deals are coming from. You can filter this report by date range, team member, tag, or stage to get more granular insights.

Best Practices for Using Sources in Base

#1: Set it and forget it
Source is the origin of where a lead or deal came from. These should never be changed or updated. It’s a good practice to protect the integrity of source data by making sure only an admin has access to make changes to this field.

#2: Keep it simple
Many times, companies create dozens of sources, which is very confusing to a sales rep. This often results in duplicates, typos etc. It’s always better to keep a simple, clean list with the most relevant values. Here are a few common sources:
– Inbound
– Outbound
– Web
– Referral
– Google Search
– Trade Show
– Other

#3: Add a custom description field

If you are having trouble limiting your source fields to a minimum of 10 or 15, then adding another custom field will help describe the lead/deal a little more.

For example:
If your lead source is Social, the description custom field can be LinkedIn or Facebook, which is more specific than your source.

#4: Refresh the source as often as possible
As your business grows, you are likely to come across new, more relevant sources, and perhaps outgrow or exhaust others. It’s always a good practice to update your source fields on a regular basis by adding any new sources or removing ones that are not needed. This helps makes sure that your data is up-to-date.

Time to Get Organized

Keeping your CRM organized is crucial to the accuracy of your data and the success of your team. How do you use tags in Base? What about custom fields or sources? Let us know in the comments below, and don’t forget to read the first three posts in the Base tips and tricks series:

#1: Best Practices for Smart Lists
#2: Putting Your Sales Notifications to Work
#3: Everything You Need to Know about the Base Mobile App

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