Application tags and auto-tag rules

Settings > Tags has three tabs: Field tags, Tags and Auto-tag rules. Field tags name the fields on your forms (see Field tags and field events). Tags is your organisation's one list of tags for records, each in a colour. Auto-tag rules tag applications for you from their answers. Application and Grant are your organisation's own terms if you've renamed them.

Before you start

You need access to Settings > Tags. An auto-tag rule reads answers through field tags, so tag the fields you want a rule to read first, in the Form Builder.

Tags

The Tags tab lists every tag with its colour, how many applications, contracts, funds and payment batches carry it, and how many active rules apply it.

• Select New tag, enter a name and choose one of the twelve colours, then select Save. Tag names are saved in lower case.
• Select Edit on a tag to rename it or change its colour. The new name and colour show wherever the tag is used.
• Select Delete to remove a tag. It comes off every application that carries it, and a disabled rule that applies it is deleted too. A tag an active rule applies cannot be deleted: the page names the rules. Disable or change them first.

A tag shows as a coloured chip, with its colour's name for screen readers. An application's tags appear at the top of its page, beside its key facts. You can't change them there.

Auto-tag rules

An auto-tag rule tags applications in the grants you choose when their answers meet its conditions. It takes the tag off again when the answers stop meeting them. A tag someone added by hand is never taken off by a rule.

1. On the Auto-tag rules tab, select New rule.
2. Enter a Rule name.
3. Under Tag, choose Use a tag and pick one, or Create a tag and name it and choose its colour.
4. Tick the grants the rule covers.
5. Under Tag when, choose All conditions are met or Any condition is met.
6. Add up to ten conditions. Each one picks a Field tag, an Operator (equals, contains, is greater than, is less than or is empty) and a Value. is empty takes no value, and is greater than and is less than take a number.
7. Select Save.

If a covered grant's application form has no field with a condition's field tag, the rule is not saved and the condition names the grant and the field tag. Tag a field on that form, or untick the grant.

Select Disable to stop a rule tagging without deleting it, and Enable to start it again. Select Delete to remove a rule: the tags it already added stay on their applications.

Apply a rule to existing applications

A new rule tags applications as their answers change. To tag the applications already in a grant, select Apply <rule name> to existing Applications on an active rule, choose one of its grants and select Apply. It runs in the background: the dialog shows Waiting to start, then Applying the rule, then how many applications were tagged. The Applied to existing column keeps the latest result.

See also

• Applications list
• Categories and tags
• Field tags and field events