Tags for Shared Mailboxes

Updated 4 months ago by Deepanwita

Tags for Shared Mailboxes help you organize your emails by categories. For example, if you use a Hiver Shared Mailbox to manage your customer support, you can use tags to organize your customer emails by the kind of questions they ask or problems they report. 

Create a Tag

You can create a Tag in the following two ways  

1. From the Tag panel

a. Click on the 'Tags' section in the Shared Mailbox to go to the Tag panel

b. Click on the 'Create a Tag' button on the Tag panel 

2. From the Hiver Shared Mailbox widget

    a. Click on the Tag icon in the Shared Mailbox widget 

    b. Enter the name of the tag 

    Every tag should have a unique name. But the same tag name can be used in different Shared Mailboxes. The maximum permissible length for a tag name is 50 characters. Admins, as well as non-Admins of an Hiver account, can create tags. While creating you can choose a color for the tag. 

    Apply a Tag to an email

    You can apply a tag in the following way

    From the Shared Mailbox widget

    a. Open the email on which you want to apply a Tag. 

    b. Click on the Tag icon in the Shared Mailbox widget on the right to open a box which contains the list of tags in the Shared Mailbox

    c. Click on the tag which you want to be applied from the list displayed. 

    An activity feed item is created in the Hiver right pane Activity Feed which shows the details about the application of the tag.

    You can apply one or more than one tag on an email. Admins as well as non admins can apply tags.

    Remove a Tag from an email

    You can remove a tag from an email in the following ways

    1. From the Hiver “Shared mailbox” widget

      a. Hover the mouse over the tag name to find a small cross to its right

      b. Click on the cross to remove the tag from the email. 


      An activity feed item is created in the Hiver right pane activity feed which shows the details about the removal of the tag.

      When anyone removes a tag from an email, the action gets synced across all the users of the Shared Mailbox. Admins as well as non admins can remove a tag from any email.  

      Edit a Tag

      After a tag has been created, you can go to the Tag edit pane to do any of the following

      - change its color

      - rename the tag

      - delete the tag 

      To go to the Tag edit pane

      a. Click on the Tags section of the Shared Mailbox to see the list of tags in your Shared Mailbox

      b. Hover your mouse on the tag that you want to edit, to see the small arrow on its right

      c. Click on arrow to open the edit pane.

      Whenever someone edits a tag, the changes get synched over all the other users of the Shared Mailbox. Admins as well as non admins can rename or change the color of a tag, however only Admins can delete a tag. 

      When you rename a tag, the new name gets reflected on the emails too, ie the tag name on the emails also get renamed.
      When you delete a tag, it gets removed from all the emails on which it was applied. 

      View emails with a Tag

      You can view all the emails with a certain tag by clicking on the Tags section in the Shared Mailbox. You can filter this view to see emails with a certain status. To do so, 

      a. Click on the 'Select Status' dropdown to display the status options 

      b. Click on any option to apply the filter.

      Filter shared mailbox sections by Tags

      You can view all the emails in a section of a Shared Mailbox by clicking on that section in the left pane. You can filter this view to see emails with certain tags

      a. Click on the Tag filter icon on the top to display the list of tags in that section

      b. Select one or multiple tags and click on 'Apply filter' at the bottom. 

      In case you are selecting more than one Tag, the emails which contain all the selected Tags will get displayed.

       

       Analytics

      You can view metrics around Tags through the Analytics section. 

      To learn more, please read about the Tags section in Analytics for Shared Mailbox.


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