Tags - Configuration

Overview

Tags are used to denote some quality about a record, like a label or a checklist item. Tags are often key components of your business process, including the configuration of Approval Criteria. Use the Tags page to create and manage tags for both the Roster and Submission workspaces. You can associate Submission workspace tags with Custom, Change, and Duplicate Auto-Tagging rules.

To access the Tags configuration for a form, choose Configuration from the main menu, then General. Choose the form on the Student Data page, then click the Tags tab.

Add a Tag

Choose Roster or Submissions.

Roster is only available for Private forms.
Click Create Tag.
Fill out the tag properties.
Click Save.

Edit a Tag

Use the Filter to narrow the list of tags.
Click the Name of the tag you want to edit.
Update the tag properties as needed.
Click Save.

Delete a Tag

Click the Delete (trash) icon on the tag you want to delete.
Click Delete to confirm.

Tag Properties

Field	Description
Name	Enter a unique name. The name cannot be longer than 50 characters.
Profile	To grant users access to the tag, select an appropriate Profile. Click Add Profile to add another profile. Click the Delete (trash) icon to remove a profile.
Use Rules	Indicate whether you want this tag to be automatically applied to records when a condition is met.
Rule	This option appears when Use Rules is selected for a Roster tag or when Custom is selected as the Rule Type on a Submission tag. Select the rule you would like to reference. To create a new rule and reference it on the fly: Click Create New Rule. Fill out the rule properties. Tag Rule must be selected within Category. Click Save. If the criteria of the selected rule are met, the tag is applied to the submission record upon import into the Submission Workspace, and after reapplying the tagging rules.
Rule Type	This option appears when Use Rules is selected for a Submission tag. Select a rule type: Custom if you want to reference a custom rule. Change if you want to detect data changes between the Roster and Submission workspaces. Duplicate if you want to detect submission records that may be potential duplicates.
Fields	This option appears when Change or Duplicate is selected as Rule Type. If Change is selected as Rule Type, indicate which fields you want to check to see if there are changes between the Roster and Submission data. If a change is detected within at least one of the listed fields, the tag is applied to the submission record upon import of the submission into the Submission Workspace, and after reapplying the tagging rules. To indicate which fields should be checked: Choose the field you want to check. To add another field, click Add Field and choose another field. To remove a field, click the Delete (trash) icon next to the field. If Duplicate is selected as Rule Type, indicate which fields you want to check between submissions in order to consider the potential duplicates. If multiple records are detected to have the exact same data within all of the listed fields, the tag is applied to those submission records upon import of one of the submissions into the Submission Workspace, and after reapplying the tagging rules. To indicate which fields should be checked: Choose the field you want to check. To add another field, click Add Field and choose another field. To remove a field, click the Delete (trash) icon next to the field.
Duplicate Match Quality	This option appears when Duplicate is selected as Rule Type. Choose one of the following: Exact Match if only exact matches in data should be used to detect potential duplicates. Similar Match if similar matches in data should be used to detect potential duplicates.

View Tag History

Within the student record view after the Tags section, if a tag has been applied or removed, a View Tag History link is displayed, opening a dialog with the record's tag history. The Tag History dialog includes a searchable, paginated table displaying the record’s tag history in descending chronological order, with columns for the date/time of the action, the user responsible, the tag name, and the action (applied or removed). The search in the dialog is enabled for all column entries.

Users with permission profiles that grant access to manage at least one Submission workspace tag can view this Tag History link and does not apply to the Roster workspace.

Click the View Tag History link after the Tags section.
In the Tag History dialog, click any column name in the table to sort the order.
1. When - date and time of the action
2. By - email address of the admin account responsible for the action, or System Rule
3. Tag - the name of the tag that was either applied or removed
4. Action - either Applied or Removed
To search throughout the Tag History entries, enter a date, time, email address, tag, or action in the Search field.
Click the Show entries drop-down menu to adjust the number of entries to be displayed in the table.
Click the pagination number or keys to load other rows of the table that are not viewable and limited by the Show entries count.