Find Records Using Salesforce Classic Tags

View and Browse Tags

Use the Personal Tags and Public Tags checkboxes to limit or expand your view. Because personal tags are private, you can only see the personal tags that you’ve defined. You can see all public tags that are defined in your organization.

Click a letter at the top of the tag browsing area to view only tags that begin with that letter or click Next Page or Previous Page.

By default, tags are listed in alphabetical order. From the Sort picklist, arrange how to view tags. To sort tags by the number of tagged records, select By Number of Uses. To sort tags by how recently they were added to a record, choose By Most Recently Used.

Find Records with Tags

Click a tag to see the list of records organized by object. The number of records associated with the tag is displayed next to the tag. You can narrow your results further by clicking more tags. When more than one tag is selected, only records that match all selected tags are displayed in the list of results. Click [X] next to a tag to deselect it and remove it from the filter. Click Clear Selected Tag(s) to deselect all tags and start over.

Note

• When you select a tag on the page, the number of records with a particular tag can sometimes be greater than the number of records shown. This situation occurs if you tag a record and then lose permission to view it because sharing permissions change. If you don’t have access to a record with one or more public tags, the record isn’t be listed.
• Search results and the Tags page don’t display custom objects without an associated tab, even if tags are enabled for the custom object.

You can customize columns and filter the search results.

Search Tags

Enter terms in the Search Tags text box and click Search. Only tags that meet your search criteria are listed in the tag browsing area. You can then click any tag to view records associated with that tag.

Search strings must include at least two characters and can include wildcards and operators.

The most recent search result is saved in the tag browsing area next to the alphabet at the top of the page. Click the search string to return to your results.

Rename and Delete Tags

• To rename a tag, hover over the tag and select Rename from the dropdown list that appears around the tag. Enter a new name for the tag in the text box that appears and click Save.
• To delete a tag, hover over the tag and select Delete from the dropdown list that appears around the tag. The tag is removed from every record in your organization and is placed in the Recycle Bin.

  If you restore a tag from the Recycle Bin, it’s automatically reassociated with the records from which it was removed. For more information, see View, Restore, and Manage the Recycle Bin in Salesforce Classic.

You can rename or delete any personal tag, but you must have the “Tag Manager” permission to rename or delete a public tag.

Review Personal Tag Statistics

Click Personal Tag Usage on the right side. This page displays your current number of unique personal tags and personal tag applications. You can have a maximum of:

• 500 unique personal tags
• 5,000 instances of personal tags applied to records

If you’re approaching your personal tag limits, consider merging similar tags into a single tag. For example, if you have tags for Bicycling, Cycling, and Biking, rename Cycling and Biking to Bicycling to reduce the number of unique personal tags.

To reduce the number of instances of tags applied to records, delete personal tags that you no longer use.