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Building and Organizing Lists with Tags

Emma
  • Updated

Why this matters

Lists are the backbone of prospecting and outreach. You can quickly assemble properties or units by area or street and then use tags to include/exclude items, avoid duplicates, and keep exports clean. This saves time and preserves export credits for the right records.

What you’ll do

  • Build a list (Map or Street; Buildings or Units).
  • Apply tags to segment, exclude previously used records, and prep for export.

1. Build Lists of Buildings

From Map

  1. Click Map View (upper-right).
  2. Choose your area: neighborhoods, ZIP codes, current map, or draw a polygon.
  3. Adjust the map to define your target area; results will populate.
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From Street

  1. Open the Street tab.
  2. Start typing the street name.
  3. Select the correct suggestion to load results for that street.



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2. Build Lists of Units

Click Switch to Units, then repeat the Map or Street flow above.

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Condo/Co-op Units within a Building

  • Option A (search): In the Building tab, type the property address and pick the match.
  • Option B (from a property report): Open the parent building’s report and click Build List (upper-left).

Note: Data is available for units we have on record; older sales may be missing. If needed, contact Customer Service.

Tags are a powerful way to segment, filter, and manage your property portfolios - especially when building mailing or data lists. By tagging properties, you can include or exclude them as needed, avoid duplicates, and refine your exports. Below is a consolidated guide on how to use tags to build lists, and best practices to maximize their utility.

Why Use Tags in List Building?

  • Prevent duplicates: If you’ve already exported or processed certain properties, tagging them allows you to exclude them from future lists.
  • Refine inclusion: You can target only those properties with specific characteristics (via tags).
  • Segment lists: Tags let you categorize properties (e.g. “vacant lot,” “multi-family,” “high value”) and export subsets accordingly.
  • Maintain flexibility: Since tags are dynamic, you can adjust your selection criteria easily.

Planning Your Tag Strategy (Before Tagging)

Before you start tagging, think through the taxonomy and workflow:

Consideration Tip
Naming consistency Use structured names (e.g. “Exported-2025-Q1”, “Exclude”, “High-Value”) to avoid confusion.
Tag application timing Decide whether you’ll tag during initial research or immediately after an export.
Hierarchy / relationships Use parent/child logic if your system allows it (e.g. “Residential > Multi-family”).
Multiple tags per property Recognize that a single property can bear multiple tags (e.g. “Commercial”, “Exported”).
Review & cleanup Periodically audit tags to remove redundancies or obsolete labels.

 

How to Tag Properties

  1. Open the Tags panel. In the list or map view, find and click “Open Tags” or equivalent.
  2. Create or select tags. Add a new tag or pick from existing ones that fit your criteria.
  3. Apply tag to property or set of properties. Check the boxes next to each property (or use bulk selection) and assign the tag(s).
  4. Save / confirm. Make sure your tagging action is saved so the list tool recognizes it.

Note: The order in which you tag isn’t as crucial as consistency and clarity of the tags themselves.

Building Lists Using Tags (Include / Exclude Logic)

Once properties are tagged, you can filter or build lists by specifying inclusion or exclusion criteria:

Option Purpose How to Use
Must contain these tags Only include properties with the selected tag(s) Tick the boxes under “Must contain these tags”
Must not include these tags Exclude properties that carry certain tags Tick boxes under “Must not include these tags”

This dual filtering lets you narrow down your list precisely. For example:

  • Include: “Residential”, “New Listing”
  • Exclude: “Exported”, “Sold”

By combining include/exclude filters, you can avoid pulling properties you’ve already handled and focus on fresh leads.

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Tips & Best Practices

  • Tag early: As soon as you identify a property, tag it — this ensures downstream filters work properly.
  • Use broad and narrow tags: Combine general tags (e.g. “Commercial”) with detailed ones (e.g. “Office Building”) for flexibility.
  • Avoid overlapping semantics: Try to minimize tags that mean the same thing but are named differently.
  • Audit regularly: Remove or merge redundant tags.
  • Document your tag taxonomy: Especially if you share access with others, keeping a tag legend helps everyone stay aligned.
  • Use exclusion smartly: The “Must not include” filter is particularly useful to remove previously handled items from a new export.

Summary & Key Takeaways

  • Tags are essential tools for filtering, excluding, and segmenting properties when building lists.
  • Always think ahead about your tag structure - consistent naming pays off.
  • Use inclusion and exclusion filters together to fine-tune your lists.
  • Tag properties early and immediately when exporting to prevent duplication.
  • Regular maintenance (cleanup, audit, documentation) is key to keeping your tag system useful over time.

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