Ultimate guide to tags

What are tags?

Tags are notations that can be placed on applications within your program. While they serve a multitude of purposes, tags are generally used to group applications together, facilitate faster searches, move applications between reviewing stages, allocate badges or certificates, and more. By default tags are not shown to reviewers or applicants and are solely a management tool. 

Create a tag

Tags can be created off-the-cuff while tagging an application (see the Manually tag an application section below) or ahead of time via the Settings menu.

1. Navigate to Settings > General > Tags in the Manage workspace
2. Click Add tag
3. Input the tag you would like, for example "Finalist"
4. If desired, select an Automatically apply tag when checkbox (more on those later)
5. Click Save when finished

Manually tag an application

Applications can be tagged either individually or in bulk from multiple areas of the platform, including the Applications and Reviewing > Leaderboard views of the Manage workspace. In the examples below, we'll tag from Applications page, but the steps are the same elsewhere. 

Individually

1. In the Manage workspace, from Applications and click on an application's name or ID
2. Under the 'Application tags' heading, input your desired tag like "Finalist" shown below
   
   
   Note: previously created tags will auto-populate as you type, allowing you to quickly select your commonly used tags. 
3. Hit the Return or Enter key on your keyboard to apply the tag

In bulk

1. In the Manage workspace, select the checkbox to the left of each application you want to tag
2. Open the Actions drop-down
3. Click Tag
   
4. Key in your desired tag into the field that appears
5. Click the Tag button to create/apply the tag to all selected applications

Remove a tag

Tags can be removed from applications in a snap. To remove a tag from an individual entry:

1. Locate the application within the platform (via Applications, for example) and click on its name or ID number
2. Hover your cursor over the tag in the 'Application tags' module
   
3. Click the X that appears

To remove a tag from all applications, simply delete the tag entirely.

1. Navigate to Settings > General > Tags
2. Click the ellipsis (three dots) next to the tag you'd like to remove
3. Choose Delete

Configure auto-tagging optionable fields

Tags can be applied to your applications based on an applicant's input into an optionable field, such as a drop-down or checkbox list. This allows you to quickly filter to view demographic information, route applications to the proper reviewing panels, and more. To configured automated tagging based on a checkbox list field:

1. In the Manage workspace, go to Applications
2. Click Edit form and choose your desired form if multiple have been configured
3. Configure a new or edit an existing optionable field (see: Add an application field)
4. In the 'Options' section of the configuration tray, toggle on Auto-tag
   
   
5. Specify your desired tag for each label
6. Click Save when finished

When an applicant chooses an option within the checkbox list, the tag of the selection option (or options) will be applied to the application based on the option's Value.

Configure auto-tagging triggers

Tags can automatically be applied to your program's applications based on a number of available triggers, like application submission, an action flow task, etc. Automated tags are created using the same steps as a normal tag. 

1. Navigate to Settings > General > Tags in the Manage workspace
2. Click Add tag and input the new tag's name or click on an existing tag in the list
3. Select an automation trigger (listed below)
4. Save

Use tags in search

Once an application has been tagged, you can use it to quickly find that application and others with the same tag using the search functionality of the platform. While searches can be done across Good Grants, the example below is from the Applications view. 

1. In the Manage workspace, go to Applications
2. Click Advanced in the search bar
3. Within the Tags dropdown, select the tag you would like to remove 
4. Click Search

Move applications between stages of reviewing

For programs that will run multiple stages of reviewing, tags are crucial. Tags allow you to pick and choose exactly which applications are to be moved from one reviewing stage to another.

The leaderboard, found by opening the Manage workspace and navigating to Reviewing > Leaderboard, is where you can find a list of applications and reviewing results for all categories. The default ordering shows the applications from highest to lowest score, most votes to least votes, etc.

With Good Grants, the criteria for selection of shortlisting, finalists, and winners is completely flexible. It’s up to you to interpret the reviewing stage results and then apply tags to applications that record the outcome of the reviewing stage.

1. From the Manage workspace, navigate to Reviewing > Leaderboard
2. Click the checkboxes next to the applications that should progress to the next stage
3. Click the Tag button
4. Input your desired tag into the resulting field
5. Click Tag
6. Go to Reviewing > Settings > Panels
7. Create a New panel, if multiple forms have been configured select your desired form from the drop-down
8. In the 'Applications' section, select your relevant categories as well as the tag you just created—this will limit applications visible to the panel to only those from the specified categories with the selected tag
9. Configure the other sections of the panel; see: Create a reviewing panel
10. Click Save

Use tags in reviewing panels

As mentioned above, tags can be used to isolate specific applications. This is particularly helpful when configuring your program's reviewing. Whether you need to group submissions together by their submitted language or a specific application field, or move applications between stages of reviewing, tags are the key. 

Applications in multiple languages

If you've opted to configure multiple languages for your program, you'll likely need to provide applications to different reviewers based on the language the application was submitted in. To set this up, follow these steps:

1. Create your tags (see: Create a tag)
2. Tag your applications (see: Manually tag an application)
3. Set up your judging score set, scoring criteria (for Scoring mode only), and your reviewing round(s)
4. Follow the steps outlined in the judging fast start (Reviewing > Manage > Reviewing fast start) or configure your reviewing panel via the settings menu by following the instructions below:
   1. Navigate to Reviewing > Settings > Panels
   2. Click New panel, if multiple forms have been configured select your desired form from the drop-down
   3. Provide your panel a name
      
      Tip: this name is not shown to your reviewers and should be named to quickly identify what the panel includes, i.e. 'Stage 1 - French'.
   4. Select the proper reviewing mode and score set
   5. In the 'Applications' area, choose the category (or categories) that should be included in this panel
   6. Under the 'Tags' heading, select your language tag, i.e. French
   7. In the 'Who' section, choose the role you'd like to assign to this panel or click Invited reviewers to only include certain reviewers
   8. Choose your desired round from the 'When' checkbox list
   9. Save

To learn more about supporting multiple languages in your Good Grants account, check out our guide: Add multiple languages.

Based on a specific field value

Within the application form, you may have a field configured wherein applications provide data that you'll need to take into account when setting up reviewing. For example, academic programs may ask an applicant for their grade level to divide primary from secondary education applications and provide them to the proper reviewers.  

1. Locate the field that you'd like to base your reviewing on and make it searchable; for instructions see: How to search and filter
2. Create your tag (see: Creating a tag)
3. Tag your applications (see: Manually tag an application)
   
   Tip: use the advanced search functionality to locate these applications; see: Use tags in search
4. Follow the steps outlined in the Reviewing fast start or configure your reviewing panel via the settings menu by following the instructions below:
   
   1. Navigate to Reviewing > Settings > Panels
   2. Click New panel, if multiple forms have been configured select your desired form from the drop-down
   3. Provide your panel a name
      
      Note: this name is not shown to your reviewers and should be named to quickly identify what the panel includes, i.e. 'Stage 1 - Primary education'.
   4. Select the proper reviewing mode and score set
   5. In the 'Applications' area, choose the category (or categories) that should be included in this panel
   6. Under the 'Tags' heading, select your education level tag, i.e. Primary
   7. In the 'Who' section, choose the role you'd like to assign to this panel or click Invited reviewers to only include certain reviewers
   8. Choose your desired round from the 'When' checkbox list
   9. Save 

Can I notify someone when an application is tagged? 

Notifications can be configured for a number of triggers in Good Grants, including tags. 

1. In the Manage workspace, go to Settings > Communications > Notifications
2. Click New notification
3. Select 'Application tagged' from the Trigger drop-down
4. Depending on the selected trigger, select whether this notification applies to all forms and categories or just some under the 'Forms' heading

5. Input the Tags that trigger this notification

6. Set the Recipient(s) for the notification, from the following options
   
   • User: the person the event relates to
   • Email addresses and/or phone numbers: one or more specified addresses separated by a comma or semicolon
   • Address specified in a field: allows an email or phone number field from the entry process to be selected. This setting allows for someone an entry relates to, to receive a notification
7. A sender name and reply-to address may optionally be set--we strongly recommend adding a reply-to address so your users may contact you if necessary
   
   Note: to improve email deliverability, the sending address cannot be updated.
8. Write an email subject and email body message
   Note: if both an email and SMS are defined, what is sent depends on the recipient. Should the recipient have both an email address and a mobile number defined, only the email is sent.
9. SMS body is required and should be kept as short as possible
   Important: SMS messages are limited to 160 characters. To comply with local regulations, SMS messages cannot be sent to numbers registered in Singapore or to UAE residents between the hours of 9pm and 7am.
10. Compose the email body using merge fields and markdown formatting as desired; see the Customise a notification section of this guide for more information
11. Save

To learn more about notifications, check out our dedicated article: Ultimate guide to notifications.