Segmentations: List, Tags and Custom Fields

MediaOS gives you flexible, easy-to-use tools to categorize and segment your accounts. With Lists, Tags, and Custom Fields, you can tailor your workspace to match your team’s workflow and surface exactly what you need—fast. the system.

Utilizing Lists #

To access and manage your saved lists in MediaOS, start by clicking Accounts from the left-hand navigation menu. Then, navigate to the Lists tab at the top of the Accounts page. This view displays all lists currently in your system, allowing you to monitor how they're being used and who has access to them. Each list includes a Name column to show the list’s title, a Visibility column to indicate whether the list is shared or private, and columns for the number of Accounts and Contacts included. Shared lists are viewable by anyone in your organization, while private lists are only visible to the user who created them.

Editing a List #

To edit an existing list in MediaOS, start by clicking the Edit button next to the list you'd like to update. This will open the list settings, where you can rename the list, adjust its visibility between private and shared, or delete it entirely if it's no longer needed. Any changes made will be reflected immediately across the platform.

Adding a New List #

To add a new list in MediaOS, click the New List button located in the top-right corner of the Lists tab. A window will appear prompting you to name your list. Once you've entered the name, click Create to save it. Your new list will then be available for adding accounts or contacts.

Adding an Account or Contact to a List #

To add an account or contact to a list in MediaOS, begin by navigating to the Accounts tab to view your list of accounts. Hover over the account name to bring up the quick view panel, then click on the List tab to see which lists the account is already part of. From there, click the Add button to open a list selection window where you can search for existing lists or create a new one. You can also hover over a list name in this view to edit it before assigning the account. Once you’ve found the appropriate list, click its name to add the selected account.

If you're adding a contact instead, the process is identical—just start by clicking the Contacts tab at the top of the Accounts module. Keep in mind that any list marked with a padlock icon is private, meaning it’s only visible to the user who created it.

If you have an account that you no longer want to include in a list, you can remove it using the same quick view panel used to manage list memberships. Start by hovering over the record to display its quick view, then click the Lists tab to view its current list assignments. Hover your mouse over the name of the list you want to remove the account from, and an X will appear. Click the X to immediately remove the record from that list. The change will be reflected across the system.

Adding or Removing Accounts from Lists Using Batch Action #

To add or remove multiple accounts from a list at once, you can use the Batch Action feature on the Accounts page. Begin by selecting the checkboxes next to the accounts you want to update. Once selected, click the Batch Action dropdown at the top of the page and choose either Add to List or Remove From List, depending on your goal. Select the appropriate list from the menu and click Submit to complete the update. If no checkboxes are selected, MediaOS will apply the action to all accounts currently visible in your view.

Note: If no boxes are selected, all accounts will be added to the list.

Best Practices #

You can use lists for multiple different types of segmentation. Commonly, MediaOS accounts will use lists to create industry segments, call lists for the week, or specific contact lists for marketing.

Tagging Accounts #

Tags in MediaOS help you stay organized, build powerful account lists, and quickly surface the accounts that matter most to your team. Whether you’re segmenting by region, industry, campaign, or account status, tags give you the flexibility to work smarter.

Why Use Tags? #

Tags offer a flexible way to organize and identify accounts based on the specific needs of your team. They are commonly used to segment accounts by region, territory, or vertical, as well as to group records by product interest, campaign type, or relationship stage. You can also use tags to track account status or tier. Once applied, tags become valuable tools for searching, filtering, and building custom views or reports, making it easier to manage large volumes of accounts and focus on the most relevant segments for your workflow.

How to Tag an Account #

Tagging an account in MediaOS is simple and intuitive. To begin, click into the Tags field on the account record. Start typing your desired tag, and as you type, existing tag suggestions will appear—click on any of these to select a pre-existing tag. If you're creating a new one, just press Return or Tab on your keyboard to add it. Once entered, the tag is immediately applied to the account and can be used for filtering, reporting, or building targeted lists.

Tip: Use consistent naming for tags (e.g., “Enterprise” instead of “enterprise”) to ensure they're easy to search and reuse.

Managing Tags #

Managing tags in MediaOS is straightforward and helps keep your system organized. To explore all tags currently in use, click the List button located next to the Tags field on any account. This will open a full view showing every tag in the system along with the number of accounts each one is applied to. If a tag is no longer being used on any account, it will be automatically removed from the system—no extra cleanup required. This ensures your list of tags stays relevant and up to date.

Filtering by Tag #

To filter accounts by tag in MediaOS, start by navigating to the Accounts page and opening the Search menu. In the search panel, use the Has Tag field to enter one or more tags you want to filter by. This allows you to instantly narrow your view to only accounts with those specific tags. You can also combine tag filters with other criteria—such as Account Status, Owner, or Territory, to build precise and targeted account lists that match your campaign or workflow needs.

Custom Fields #

Custom Fields in MediaOS give you the flexibility to track data that's unique to your business. Whether you're classifying accounts by region, tagging restaurant clients by cuisine, or assigning team members to projects, Custom Fields help you customize the platform to fit your workflow.

What Are Custom Fields? #

Custom Fields in MediaOS are user-defined data points that allow you to capture and organize information beyond the system’s default fields. They offer a flexible way to tailor the platform to your team’s specific workflows, making it easier to filter, report, and segment based on the criteria that matter most to your organization. You can use Custom Fields to track things like industry or vertical, internal assignments such as Account Manager or Assistant, geographic territories, service tiers, customer preferences, billing notes, or campaign classifications. In essence, Custom Fields give you the ability to shape MediaOS around the real-world details of your business.

How to Create a Custom Field #

Creating a Custom Field in MediaOS is a quick and effective way to capture and organize additional data that’s specific to your business. To get started, navigate to Settings > All Settings > Custom Fields, then click the + Add Field button. In the setup window, enter a Field Name (used internally in Settings) and a Display As label, which will appear on the front end to users.

Next, select the Field Type—you can choose from options like a Text Box, Text Area, Radio List, Checkbox List, or Dropdown depending on how you want users to interact with the data. For selection-based fields, you’ll have the ability to define both a Display Value (what users see) and an Actual Value (used for exports or calculations). These values can be the same or different based on your reporting needs.

If you want the field to be searchable or included in filters, be sure to enable the Search toggle. Once saved, your new Custom Field will be immediately available for use in the section it was assigned to—allowing your team to collect more relevant, structured data across MediaOS.

Where You Can Use Custom Fields #

Custom Fields can be added across key areas in MediaOS. Here’s where you’ll find them:

Accounts #

For Accounts, Custom Fields appear under the Details tab within the account profile. To update a custom field, simply click the Edit button. This will allow you to modify the values assigned to that account, making it easy to keep information up to date and aligned with your reporting needs.

Contracts & Proposals #

For Contracts & Proposals, Custom Fields are located within the Contract Details panel. These fields can be filled out during the initial creation process or edited later by clicking the Edit button. This flexibility allows you to capture important contract-specific data at any stage of the workflow.

Line Items (within Contracts or Proposals) #

For Line Items within Contracts or Proposals, scroll down to the Line Items section and click Edit on the item you want to update. Custom Fields will appear at the bottom of the pop-up window, allowing you to input or modify details specific to that line item.

Ad Requests #

For Ad Requests, Custom Fields are available both when creating a new request and when editing an existing one. Any data entered into these fields will also appear in the Production > Ad Requests reports, making it easy to track and report on creative details across your workflow.

Invoices #

For Invoices, Custom Fields can be added or updated during the invoice creation process or by editing an existing invoice. These fields are included in the Accounting > Invoices reports, allowing for more detailed financial tracking and reporting.

Invoice Line Items #

For Invoice Line Items, navigate to the invoice’s Line Items section and use the Options > Edit menu to update the Custom Field. The data entered here will be reflected in Reports > Accounting > Invoice Line Items, making it easy to analyze and track detailed invoice-level information.

Products Page #

Add Custom Fields to products including Publications, Ads, Ad Sizes, Issues, and Locations

Example Use Cases #

Looking for ways to implement Custom Fields effectively? There are plenty of creative and practical use cases. You might use Cuisine to track restaurant clients by category—such as Italian, Thai, or BBQ—or apply Market fields to group accounts based on geographic coverage. An Assigned Assistant field can help clarify internal responsibilities, showing which team member is supporting each account. You can also use Invoice Tags to label invoices with billing terms or internal categorizations for easier reporting. For creative workflows, fields like Ad Request Type can help distinguish between asset types or campaign needs. With Custom Fields, your team can shape MediaOS around your actual operations—improving reporting, automation, and day-to-day usability.