Hello Shopify Community,
I hope you're all doing well. Today, I'd like to bring up an issue that has been a recurring challenge for our team—managing tags in Shopify. Specifically, I'm looking for ways to limit who can create tags, manage them centrally like metafields, and ideally, merge duplicate tags easily.
Tag Overload: We currently have over 400 tags applied to our orders ( just orders, we have similar situations with customer records), which is overwhelming considering there should ideally be no more than 60-70. A significant number of these tags are duplicates, used on just 1-5 orders.
Duplicate Tags: Most of these duplicates arise from slight misspellings/typos, extra spaces, or the use of underscores instead of dashes.
User Errors: We have a team of more than 15 users, and despite training, human errors are inevitable. Slow internet connections also contribute to the problem, as the tag dropdown sometimes loads too slowly, leading users to create new tags instead of selecting existing ones.
Administrative Control: I'd like to have the ability to restrict who can create new tags. While the default setting can remain "allowed for everyone" having an option to limit this to 1-2 admins would significantly reduce duplicates and time wasted tag management.
Counterproductive Tags: The current state of tags is almost counterproductive for us. Cleaning them up for useful reporting is becoming a cumbersome task.
Recurring Cleanup: This is the third time in 1.5 years that we're undergoing a tag cleanup process, highlighting how easy it is to misuse them.
Tag Merging: A feature to merge two similar tags and update the corresponding tagged customers, orders, or products in just a click or two would be incredibly helpful.
Centralized Tag Management: Similar to how metafields are managed, a centralized system for tags would allow for better control and organization.
User Restrictions: An option to restrict tag creation to specific admins would be a game-changer. This would not affect smaller teams but would be a boon for larger organizations like ours.
Tag Merging: A simple UI feature to merge tags could save hours of manual work.
Dropdown Load Speed: Optimizing the dropdown load time could also mitigate the issue to some extent.
Tags are a powerful feature in Shopify, but without proper management, they can become a hindrance rather than a help. I believe implementing these features would benefit not just our team but many others facing similar challenges.
I'd love to hear your thoughts, suggestions, or any workarounds you've found effective.
Thank you for taking the time to read this post. Looking forward to your insights!
Wow 400 thats a lot of tags on an order! 😄
There's not a way (that I know of) to restrict certain people to creating tags, only restricting access to areas.
Maybe creating a clear SOP for the people that manage tags would help. People shouldn't be making basic errors when entering tags (for example you mentioned hyphen vs underscore).
Maybe simplify your tag system, for example never use underscores or dashes, only spaces. Then you could prevent the problem of duplicate tags due to dash / underscore / space descrepency.
Another thing you could analyze is if tagging is necessary in all your cases. For example, maybe some things could be automatically generated (like adding certain order notes depending on contents of the order).
If there are set rules for adding tags, that a human doesn't analyze, you could look into automating order tags. For example, if order contains products from collection A, add tag "Collection A" to the order. You can do things like that with Order Automator, as well as create custom automations. Shopify Flow also has functionality that can automate order tags.
If it were my store, I would analyze the system first, how to minimize human interaction for menial tasks like tagging, and then after automating as much as possible, create a clear SOP for the remaining people that need to interact with tags.
Thank you for your suggestions 🙂 and reading my post, and trying to understand the problem. Truly appreciate it.
Considerations for tags
Review the following considerations for tags:
- Tags that are associated with orders and draft orders can have up to 40 characters.
- Tags that are associated with products, transfers, customers, and blog posts can have up to 255 characters.
- Tags are not case sensitive. For example, Approved and approved are the same tag.
- You can only use letters, numbers, and hyphens in your tags.
- Letters with accents and other symbols can exclude search results.
- You can apply up to 250 tags to each product, customer, transfer, blog post, order, and draft order
If the issue is just the duplicate / erratic tags, since you have a custom app already, maybe you could add in a feature that runs a daily job to scan to check for tag issues, and correct them automatically.
I don't know if timeline comments or order notes instead of tags for certain things would help, but I guess that depends on if you want to search / categorize later and how good the search is for those areas.
That's it, I'm all out of ideas... the stores that I've managed or consulted on I haven't ever ran into a tag issue like this, in your case maybe a custom app / feature would be the way to go, especially since you already have a custom app connected.
I completely agree with your assessment of the problem and think all of your proposed solutions are good ideas. Hopefully the Shopify development team sees this post and takes it to heart.
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