Tagging forms is a flexible and powerful way to mange and organise your workspace's forms and data. Tags are short descriptive labels or keywords that provide information such as project, date, location etc. Note that tags have no white-spaces or special characters, for example: demo_tag, project_x or 2020_covid_tracking.
By default, certain tags will be assigned automatically (i.e system tags). For example, forms are tagged with their current status e.g. published, draft, closed. This applies to all plans.
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 to reflect how your data collection or organisation is structured and to keep track of additional information. You can add as many tags as needed and remove tags that are no longer necessary/relevant. Tagging forms may be utlised in the following ways:
- Group forms into a project within a workspace.
- Link 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).
Tags can be added to an individual form by following these steps.
- Select the settings cog of the specific form.
- From the drop-down list of actions, choose "Add tags"
- Select the tag that you wish to add. To create a new tag, simply type the name of the new tag in the space provided. Multiple tags can be added to the forms at the same time.
- Confirm by selecting "Add tags"
Tags can easily be removed from forms when they are no longer relevant or needed.
- Select the settings cog of the form.
- From the drop-down list of actions, choose "Remove tag"
- Select the tag that you wish to remove. Multiple tags can be removed from the form at the same time.
- Confirm by selecting "Remove tags"
Tags can be added to or removed from multiple forms at the same time by using "bulk actions".
- Use filters to find and list the relevant forms.
- Select the relevant forms. You can use the "Select all" link, or manually select the forms by ticking the checkbox next to the form's name.
- Choose the action ('Add tags to' or 'Remove tags from') the bulk actions drop down menu.
- Click Apply.
The action will be applied to all selected forms.
Filtering by tag:
Filters are very useful to search and find forms in your current workspace. Combining tags and filters allow you to create customised view of your form. For example, a view that displays published forms for a specific project (e.g. project_x) in your workspace.
- Select the tag you wish to filter for from the drop-down list of tags. Note that if you choose multiple tags, e.g. south_africa and project_x, it will only show forms that are tagged with both those tags. Not one or the other.
- Click "Filter forms" to apply the selected filters.
- Tip: You can set the filters you have applied as your default by selecting "Make default filter". This will allow you to return to this view and see the filtered forms when you navigate back to the dashboard. Default filters are workspace specific and will not be applied across workspaces. You will only be able to see your default filter and it will not be visible to other users.
All forms matching your filters, will be listed alphabetically as in the screenshot below.
Note: managing form tags is only available to users with the "Manage workspace settings" permission. Account owners, Administrators and Workspace Managers have this permission by default.