Key Concepts: Filters, Tags and Custom Fields

Key Concepts: Filters, Tags and Custom Fields

• Filters
  • Introduction
  • Accessing Filters
  • Using Basic Filters
  • Using Advanced Filters
  • Saving a View from Filters
  • Filter Persistence Across Pages
  • Best Practices
• Tags
  • System Tags
  • Custom Tags
• Custom Fields
  • Creating a Custom Field
  • USER-Type Custom Fields
  • Mapping a Custom Field with Your CRM

Filters, Tags and Custom Fields are three cross-cutting features you'll find throughout Skalin. This page explains how to configure and use them from the Customers view.

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Filters

Introduction

The advanced filtering feature allows you to filter and refine the display in the Customer View to focus only on clients that meet specific criteria, using the available data (clients, contracts, health scores, and calculated indicators).

This is where Skalin really shines compared to a generic CRM or spreadsheet: instead of manually maintaining static lists, you can build dynamic, multi-criteria views that update automatically. This feature helps you:

• Analyze key information more precisely from the Customer View
• Prepare specific workflows or targeted actions
• Combine multiple display criteria without modifying your data
• Save filter configurations as reusable views

Accessing Filters

Filters are accessible from the Customer View, via the "Show Filters" button in the header.

Using Basic Filters

Some filters are available directly without advanced configuration. You can filter clients by:

• Their phase
• Their Tag
• Their health score profile
• Their interaction goals
• Their payment status
• Their plan

Click "Apply Filters" at the bottom to see the effect of the applied filter.

Filtering OUT some tags

Did you know that you can also filter the view to NOT see clients with certain tags? Simply hover over the label and select the "forbidden" button.

You will then explicitly see "Excluded":

AND/OR Logic on Tags

When you select multiple tags in the basic filters, you can switch between AND and OR logic (and back) simply by clicking on the AND or OR label. Reminder: AND = only customers who have all selected tags are displayed; OR = customers who have any one of the selected tags are displayed.

Using Advanced Filters

Advanced filters allow you to go further by creating conditions based on:

• Client properties, including custom fields
• Contract data
• Health score
• Calculated indicators (e.g., last meeting, usage over the last 30 days)

Example 1: Clients without automatic renewal and low health score

Goal: display only clients without automatic renewal and with a health score of 5 or below.

1. Apply the system filter on the No Autorenew tag
2. Open advanced filters
3. Select the Health Score field
4. Choose the comparator inferior or equals
5. Enter the value 5
6. Click "Apply Filters"

Info

The health score "level" corresponds to the colors red (poor), yellow (medium), and green (good), covering value ranges from 1 to 3, 4 to 6, and 7 to 10.

Example 2: Combine a plan and a date filter

Goal: display only clients with the Basic plan whose last login was more than 2 months ago.

1. Select the filter for the Basic plan
2. In advanced conditions, choose Customer Properties > Last Activity
3. Select the comparator relative date
4. Choose more than N days ago
5. Enter the value 60
6. Click Apply Filters

The logic rule for advanced filters is always "AND": all conditions must be met for a customer to be displayed. Custom fields can also be filtered.

Saving a View from Filters

Once your filters are applied, you can save them as a view.

1. Open Show Filters
2. Click Save as View (button at the bottom of the panel)
3. Give the view a name
4. Add a description (optional)
5. Save

The view will appear to the left of the Show Filters button, under the default view.

Managing Views

Saved views are shared among users. To modify or delete a view:

• Hover over the view in the list
• Click the edit icon
• Change the name, description, or filters
• Or delete the view

Filter Persistence Across Pages

An applied filter or view remains active when navigating the menu.

For example:

• Moving from the Customers view to the Contacts view will show only contacts of the filtered clients
• Accessing the Contracts page will show only contracts of the filtered clients

The filter state is always visible in the header so you know if it is active.

Sharing a Filtered View

To share the URL of a filtered view, use the button located just left of the download button. The generated URL is short and already contains all applied filters.

Best Practices

• Save recurring filters as views
• Use advanced filters to create targeted action lists
• Always check in the header if a filter is active before analyzing or exporting your data

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Tags

A CUSTOMER can be associated with one or more Tags. These Tags can then be used as filters in the "Customer tags" drop-down menu. Here you'll find both system tags and your custom tags.

System Tags

System Tags correspond to Tags that have been calculated and updated automatically by Skalin. These are the Tags highlighted in yellow and preceded by a star.

Here's what they mean:

• Followed accounts: allows you to find accounts for which you are a "Team member", without necessarily being the "owner" of the account. Note that you can modify the "Team members" in the Settings tab of each customer file.
• Top customers: corresponds to the 30% of customers who generate the most MRR.
• Incoming renewals: corresponds to customers whose notice date is less than 30 days away. For contracts with tacit renewal, the notice date is equal to the contract end date minus the notice period; for contracts without tacit renewal, the notice date is equal to the contract end date.
• No autorenew: corresponds to customers who are not subject to tacit renewal.
• Churn risk: corresponds to customers with a health score of 3 or less (red color code).
• Dropping: corresponds to customers whose health score has dropped compared to the previous week.
• Ghosts: corresponds to customers with whom you no longer interact and who have not used your product for some time. By default, this parameter is set to 30 days without incoming interactions and 30 days without a login. These settings can be changed in Settings > General (opens new window).

Tags can be accumulated. By default, if you select multiple tags, the OR logic applies: Skalin will display all accounts that meet either of the chosen conditions. You can click OR to switch to the AND logic, which will select accounts that match all the tags you selected.

Custom Tags

You can create your own tags by entering the tag name in the "Tag name" field, selecting a color if needed, then clicking Create.

Your tags will then be visible under the list of System Tags. They work in the same way and can be combined with system tags. Unlike system tags, custom tags can be easily edited and deleted using the pictograms on the right.

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Custom Fields

Custom fields allow you to extend the information available in Skalin beyond native fields, at the account, contact, and user level. Think of them as the bridge between Skalin and your own business logic: segment customers by tier, track renewal owners, store contract-specific data — all in one place, usable in filters and playbooks.

Creating a Custom Field

Go to Settings > General > Customer Settings (or Contacts, or Users depending on the level you want), then click "Add a custom field". The number of remaining available fields is displayed.

Give your field a short name and select the appropriate type:

• String: text field
• Number: numeric format
• Currency: currency
• Date: date in DD/MM/YYYY format
• Datetime: timestamp DD/MM/YYYY hour/minute/seconds
• Boolean: YES/NO
• Percent: percentage
• URL: website URL
• User: user-type field
• Enum: dropdown list, only one value selectable at a time
• Tag: tag list, multiple values can be applied simultaneously

Once created, your fields appear in the list with a custom field ID on the left. This identifier will be useful for populating these fields via API.

Duplicates

Avoid creating custom fields that are equivalent or very close to fields already existing in Skalin, so as not to cause confusion for users and to take full advantage of the built-in logic on native fields.

USER-Type Custom Fields

If you create a User-type field on a customer record (for example, to record the Account Manager), you can use this information to assign tasks directly to that user via Playbooks.

Good to know

When a person is added to a User-type custom field on an account, they are automatically added to the account's team members.

Custom fields associated with users can be filled in directly from Team > My team.

Mapping a Custom Field with Your CRM

Custom fields can be mapped to your CRM by going to Integrations > Hub > the relevant CRM > Custom Field Mapping. Skalin fields are on the left, CRM fields on the right.