Tags provide a way to group related forms together. This makes it easier to organize your forms and find what you are looking for.
Users can assign tags to an individual form, or you can automate the tag assignment process via Workflow Automation. All your tags appear in the Forms Tab, where you can filter your forms list by tag.
Example Use Cases
There are many different ways that tags can be used. Here are a few common examples:
- Tag by form template: You may want to have a separate tag for each type of form that you use in GoFormz -- e.g. separate tags for your Work Orders, your Expense Reports, your Service Activation Forms, etc.
- Tag by customer name: You may want to tag all your forms by customer name. This way you can quickly pull up all forms related to each customer.
- Tag by customer category: If your organization has so many customers that tagging by individual customer gets too messy -- you can tag by customer category instead. This can take many different forms -- e.g. customer geographic region, the name of the account rep for that customer, customer industry, etc.
- Tag by technician: You may want to tag Work Order forms with the name of the technician who worked on them.
- Tag by order/ticket/incident type: For Work Orders, you may want to tag by the type of Work Order -- e.g. A/C installation, A/C repair, heating unit repair, etc.
These examples should give you the idea of the power of tagging your forms. And since each form can have multiple tags associated with it, you can actually tag based on all of the above! Just be careful -- having too many tags can get overwhelming.
Tagging Best Practices
The best practices for tagging are simple -- establish an organization-wide policy for how you want your forms to be tagged, and then automate as much as possible.
- Come up with a tagging system that meets your business objectives. For instance, you may decide that having your forms grouped by form template name and customer name is important for your business.
- Create automated workflow rules to implement your system. For the above example, you will want to create an auto-tagging workflow rule for each template. This rule would tag the form with the form template name and the customer name upon form completion. Automation is much easier and less error-prone than having people tag each form manually.
- If you can’t automate -- pre-create tags and communicate. Sometimes manual tag assignment is necessary. If this is the case, make sure to create tags in advance, and communicate to your team when each tag is to be used. For instance, suppose you want to tag work orders by incident type, but there is no incident type field in your form -- so your technicians must assign an incident type tag manually. In this case, you would want to create tags for each incident type (e.g. A/C installation, A/C repair, heating unit repair, etc.), and tell your technicians to use these tags. That being said, a much better solution would be to add an incident type field to your form, and then create workflow rules. Automate whenever possible!