Productivity Features > Tagging > Auto Assigned Tags

The Auto Assigned Tags Professional Edition feature automatically tags incoming email and based on your criteria. For example, you can tell Taglocity to tag every email from a particular person with a particular tag, or tag every email containing certain words with specific tags. You can also automate some common organizational tasks when this feature is used with Tag Actions, especially the Move to Folder When a tag with Move to Folder Tag Action is assigned to an Outlook item, the item will be moved to the specified folder tag action.

In summary, when email arrives, Taglocity checks to see if it matches any Auto Assigned criterion, and if so, assigns the specified tags. Example

When an email arrives, Taglocity compares the value you’ve entered for the selected field to the incoming email. So if you’ve entered [email protected] as a value for the From (email address) field, then Taglocity checks each incoming email to see if the sender's email address is [email protected] and if so, it assigns the specified tags. Putting comma separated email addresses as a value against any email address fields will not work!

Tip You can use the feature to bulk tag existing content in one or more folders. See step 7 below.

Notes The Tag Email Conversations feature trumps the Auto Assigned Tags feature because the simple rule of conversation tagging is to keep all emails in a conversation with the same 'purposefully' selected tags (like how Gmail does labels). So when an email arrives, if it is part of a tagged conversation, then Taglocity does not look at Auto Assigned Tags criteria at all for that email.

1.	In the main Outlook email list, find a typical recurring email that you would like to have automatically tagged upon arrival

2.	Right click on the email, then select Auto Assign Tags... in the context popup menu

3.	A new criteria row is automatically added to the criteria list with the From, Comparison, and Value cells pre-filled for the current email

4.	If necessary, edit the pre-filled cells in the new criteria row:

a.	Select an item from the Field Name drop-list: From (name), From (email address), To (email address), CC (email address), Subject, Importance or Body

b.	Select an item from the Comparison drop-list to establish the logic of your criteria, i.e. how Taglocity will know if it needs to assign something to the item: is, contains, starts with, does not contain

c.	In the Value field enter the text that Taglocity will use to compare with the chosen Field Name in step (a) (i.e. an email address, a name, a phrase, etc. Note Enter one email address or name only for the name and email address fields)

In the Assign Tags column, start typing a tag name and select it from the auto-complete list (Note If you enter tags that are not setup yet, then Taglocity prompts you for confirmation to create the tag with the default properties, like public vs. private, color, etc. If you want to change those later, see Tag Properties)

6.	If necessary, add more tags separated by commas

7.	If you want Taglocity to apply the criterion retroactively to existing content, then click the Run tag auto assignments now button to open the Auto Assign Tags Now dialog box, then choose the folders you want Taglocity to scan, then click Run

8.	Click OK to save changes (this closes the Auto Assigned Tags dialog box) and assign the tags to the currently selected email

Tip In step 2 above, you can also right click on an Outlook contact and choose Auto Assign Tags... to have a new criteria created with the contact's default email address filled in.

Tip In step 5 above, you can paste the tags in the Assign Tags column (using commas to separate them) if you are creating repetitive criterion.

Note If you elect to create a criteria based on a Subject being equal (the is comparison) to some value, then common prefixes such as Re:, Fw:, FWD: are ignored in the match, but international variations of these common prefixes are not.

Tip There are two From fields (name & email address) because one person might have several email accounts, or change them from time to time, so you may prefer to use their name instead of email address to determine if the email should be tagged based on who the sender is.

Jump to Auto Assigned Tags in Configuration

If you get newsletters or other non-essential email that clutters your inbox, you can use the Auto Assigned Tags feature to automatically tag and route this type of email into a holding folder. Here's how:

1.	Create a new folder in Outlook called Newsletters for example (In the Outlook navigation pane, right click and select New Folder...)

2.	Click the Taglocity toolbar button or ribbon tab, then choose Configuration

3.	At the bottom of the Tags list, click the Add Tag button

4.	Type Newsletter and press Enter

5.	In the Properties section, click the Move to Folder checkbox and select the Newsletters folder

6.	Click OK to save and close Configuration

7.	In the Outlook email list, select a typical recurring newsletter email

8.	Right click on the email, then select Auto Assign Tags... in the context popup menu. A new criteria item is automatically added to the criteria list with the From, Comparison, and Value fields pre-filled for the current email

9.	In the Assign Tags column, type Newsletter

10.	Click OK to save changes and close the Auto Assign Tags dialog box

11.	The Auto Assigned Tags criteria will execute on the selected email and the Move to Folder action will run immediately

1.	Click the Taglocity toolbar button or ribbon tab, then choose Configuration

2.	In the left pane, click Auto Assigned Tags

3.	Select the item you wish to delete and then click the Delete the selected Auto Assigned Tags criteria button

4.	Repeat step 3 as necessary

5.	Click OK to save changes (this closes the Taglocity Configuration form)

In order to make it easier to manage lots of Auto Assigned Tags criteria, you can:

•	Sort the list by clicking on the column headers.

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Collapse the list by grouping based on the values in the column. Drag a column header into the Drag a column header here to group by that column panel. The list will be grouped alphabetically by that column. To undo it, right click on column header button and select Ungroup from the popup context menu. To undo multiple levels of grouping, right click in the panel itself and select Clear Grouping.

•	Filter the list by right clicking on a column header and selecting Filter Editor. To clear any filters, right click on the column header and select Clear Filter.

Note If you have more than one email account and therefore more than one pair of Inbox and Sent Items, or if you have incoming mail directed to other folders, please jump to Outlook Mail Folders to Monitor for more information.

Note This is a Taglocity Professional feature, so in order to use it after the 30 day trial you will need to purchase a license.