Tags
Tags are workspace-wide labels that let you organize and filter campaigns, contacts, replies, mailboxes, and sending domains from one central place.
Overview
Tags give your team a shared taxonomy for everything Ken AI manages. Create a tag once, apply it to multiple object types, and use it to filter lists across the platform - no separate labeling system per section.
Each tag has a name, a color, a type, and an optional description. The type determines which objects the tag can be applied to. A Campaign tag can only go on campaigns; a Reply tag can only go on replies; there is no way to attach one type to the wrong object.
Find tag management at Settings - Tags in the left sidebar. The page shows all tags for your workspace in a searchable table.
Before you start
You must have an active workspace. If you see "Select a workspace to manage tags," open the workspace switcher and select one before returning to this page.
Role restriction: if you see "Your role is not allowed to view tags for this workspace," contact your workspace admin to adjust your permissions.
How to manage tags
Create a tag
- Open Settings - Tags.
- Click Add Tag in the top-right corner.
- Fill in the form:
- Name - required, up to 100 characters.
- Type - choose from Campaign, Contact, Mailbox, or Reply. This sets which objects the tag can be applied to and cannot be changed after creation.
- Color - pick a hex color. This color appears wherever the tag is displayed across the platform.
- Description - optional, up to 500 characters. Useful for team context.
- Click Create Tag.
The new tag appears in the table immediately.
Edit a tag
- Find the tag in the table (use the Search box to filter by name).
- Click the pencil icon on the tag's row.
- Update the name, color, or description.
- Click Save Changes.
Note: the Type field is shown in the edit dialog for display only. The type is fixed at creation and cannot be changed.
Delete a tag
- Find the tag in the table.
- Click the trash icon on the tag's row.
- Confirm the deletion in the dialog.
Deletion is a soft-delete - the tag is removed from all lists and filters, but existing assignment history is preserved in the database. Treat deletion as permanent from the user perspective.
Search and browse tags
Use the Search box at the top of the table to filter by name in real time. The Total badge next to the search box shows how many tags exist in the workspace.
The table columns are:
- Name - the tag label.
- Type - the object type the tag applies to (Campaign, Contact, Mailbox, Reply, or Domain).
- Created on - the date the tag was created.
Domain tags appear in the list but cannot be created from the settings UI - they are managed by the platform.
How it works
Ken AI uses one unified tag system for all five object types: campaigns, contacts, replies, mailboxes, and sending domains. All tags live in a single table, regardless of type.
Tag definitions vs. assignments. A tag you create in Settings is a definition - it holds the name, color, type, and which object scopes it is allowed to apply to. When you attach a tag to a campaign or reply, that creates an assignment record pointing back to the definition. Deleting the definition soft-deletes it; existing assignments are preserved but no longer active.
Strict type enforcement. When a tag is assigned to an object, the platform checks that the tag's declared scope matches the target object type, and that both the tag and the target belong to the same workspace. These checks run at the application level and again inside the database itself, so a tag cannot be attached to the wrong type of object under any circumstance - not through the UI, not through the API, not via a direct database write.
Filtering with Any and All. Wherever tags are used as filters in list views (campaigns, contacts, replies, mailboxes, domains), you can choose between two modes:
- Any - include objects that have at least one of the selected tags.
- All - include only objects that have every selected tag.
Campaign and mailbox tag syncing. Tags applied to campaigns and mailboxes are mirrored to the sending platform in the background. Sync failures are queued and retried automatically - they do not block the tag operation from completing on your end.
Reply tags. Tags applied to replies in the inbox can also be created on the fly directly from the inbox, without visiting Settings first. Any tag created inline appears in the Settings - Tags table as a Reply-type tag and can be edited or deleted from there.
Tag colors in the inbox. When a new reply tag is created inline from the inbox, the platform assigns it a default color automatically. You can change the color later from Settings - Tags.
Troubleshooting & debugging
Symptom: Settings - Tags shows "Tags unavailable / Your role is not allowed to view tags."
- Cause: the authenticated user lacks the required role for this workspace.
- Fix: ask a workspace admin to upgrade the user's role, or switch to a workspace where the user has sufficient permissions.
Symptom: Settings - Tags shows "Select a workspace to manage tags."
- Cause: no active workspace is selected in this session.
- Fix: open the workspace switcher, select a workspace, then return to Settings - Tags.
Symptom: "Add Tag" button opens the dialog, but the Type dropdown does not include Domain.
- Cause: Domain is a platform-managed tag type. It cannot be created by users from the settings UI.
- This is expected. Domain tags are provisioned by the platform during infrastructure setup.
Symptom: Editing a tag - the Type dropdown shows the current type but the field appears disabled or does not change.
- Cause: tag type is immutable after creation. The dropdown is shown for context only and cannot be changed.
- Fix: delete the tag and create a new one with the correct type.
Symptom: A tag appears in the table but does not show up when filtering a campaign or contact list.
- Cause: the tag type does not match the object type you are filtering. A Contact tag will not appear in the campaign tag filter, and vice versa.
- Check: open Settings - Tags, find the tag, and confirm the Type column matches the list you are trying to filter.
Symptom: Deleted a tag, but it still appears on existing objects briefly.
- Cause: deleted tags are soft-deleted and removed from active views. List views may reflect cached data for a short period.
- Fix: reload the page to force a fresh fetch.
Symptom: "Failed to create tag" or "Failed to update tag" error toast.
- Cause: a validation error (name too long, invalid color format) or a network failure.
- Check: the form will show inline field errors for validation issues. For network errors, retry the action. If the error persists, check for a workspace or auth session issue.
Symptom: A tag created in the inbox (reply tag) does not appear in Settings - Tags.
- Cause: the settings list may briefly reflect cached data after a new tag is created inline.
- Fix: reload the page. The tag should appear in the table as a Reply type.
FAQ
Can I apply the same tag to more than one object type? No. Each tag has a fixed type that determines which objects it can label. To label both a campaign and a contact with a similar concept, create two separate tags - one Campaign type and one Contact type.
Can I rename a tag after I create it? Yes. Open the edit dialog from the trash/pencil row actions in Settings - Tags and update the name. The rename propagates to all places the tag is currently displayed.
Can I change a tag's type after creation? No. The type is set at creation and is immutable. Delete the tag and create a new one with the correct type if you chose the wrong one.
What happens to objects when I delete a tag? The tag is removed from all active views and filter options. Objects that had the tag assigned no longer show it. The assignment history is retained in the database but is not visible in the UI.
Can I create a tag from the inbox without going to Settings first? Yes. In the Replies inbox, open the tag picker on any reply and type a name that does not exist. A "Create" option appears - select it to create a new Reply-type tag and assign it in one step.
Why do Campaign and Mailbox tags have special colored badges but Contact, Reply, and Domain badges look the same? The badge colors in the Type column are purely cosmetic groupings in the settings table. Campaign tags show a blue badge; Mailbox tags show an orange badge; the rest use a neutral style. This has no effect on how tags behave.