Our June 2021 release includes a feature we’re really excited about: tags. Using tags, you can group your forms, data and team in flexible ways to help you get and stay organised. You can also use tags to keep track of additional info about forms and users. In this post, we explore a few examples of how tags can be used.
Tags are short descriptive labels or keywords that provide some type of meta information. They have no whitespaces or special characters – here are two examples: demo_tag and a_longer_tag.
By default, certain tags will be managed automatically – these so-called system tags are built-in so you don’t need to add them manually. Forms are tagged with their current status (Draft, Published, Closed) and team members are tagged with their user type (e.g. Administrator or Data Collector).
If you’re subscribed to the Standard plan (or above), you can also create your own custom tags. Tags can be used to group forms and people to reflect how your organisation is structured. Tags are flexible because you can add as many as you like (to group the same form into multiple “folders”).
Here are some ideas of how you might use form tags:
- Group forms into a project within a workspace
- Associate a form with one or more donors, programmes, themes, campaigns or focus areas
- Tag forms that capture sensitive personal information (ensuring you can comply with legislation like GDPR)
The workspace dashboard allows you to filter forms that match one or more tags. So, combining a few of the examples above, you could create a view that displays published forms for a specific project (e.g. project_x).
As the number of forms in your workspace grows, you might want to make the default view only list a sub-set of the forms (e.g. excluding closed forms). You can easily do this by saving the current filter as the default for the dashboard.
User (team member) tags
As with forms, you can assign tags to members of your team. Here are a few ways this could be useful:
- Group users into teams within the workspace (e.g. by area or region)
- Link users to a specific project or campaign
- Store custom info about a user such as whether they are an employee of the organisation or an outsourced fieldworker
Once you’ve assigned tags to your users, there are three key ways they can help you:
- Communicate with specific groups of users (e.g. send a message to data collectors tagged as employees working in a specific region)
- Assign a form to a group of data collectors quickly (e.g. data collectors who are part of a certain team)
- Filter data that has been captured by a specific group of data collectors (e.g. only show data captured by data collectors of a certain team)
Tags are a powerful way to get the most out of our tools and we encourage you to give them a try. This is just the beginning and we’ll continue to expand how tags can be used so keep an eye out for developments in this regard.