There are effectively two ways to use tags to send applications automatically to folders. One is within the form questions itself. This can be set up by using the auto tags within multiple choice and multiple select questions and is covered in the previous article about Auto Tags
Another way of using tags to send the folders would be within the forms themselves. To achieve this, you just need to create a new tag within the form. Typically, this can be done via an application. Using the “No tag” on an application or a previous tag from an application will open the tag sidebar.
From here, you can create your tag, give your tag a name, give your tag a color, and determine which folder the tag will direct the application to.
Creating a Tag
Step-by-Step Instructions
1.Name
Description: Enter a name for your tag in the "Name" field.
Example: "For Consideration"
2.Color
Select a color for your tag to easily identify it visually.
Functionality: Click on the color box to open a color picker and choose your desired color.
3.Visibility
Choose who can see this tag. ▪
Options:
Team Only: Visible only to team members.
Team and Candidate: Visible to both team members and candidates.
Extended Team: Visible to a broader team.
Extended Team and Candidate: Visible to all team members and candidates.
4.Locked:
A locked tag can only be applied/removed by a team leader. Locked tags cannot be used as auto-tags
5.Open:
An open tag can be applied/removed by anyone. If a tag is open then add/remove permissions do not apply. Open tags can be used as auto-tags. A tag cannot be both locked and open.
6.Email Notifications:
Send email when application is submitted:
Description: If this tag is applied to an application, an email notification will be sent once the application is submitted.
Send email when application is tagged:
If this tag is applied to an application (either manually or automatically), this will send a once-off email immediately.
7. Auto-add applications to folders:
If this tag is applied to an application, then the application will be added to any folder that is chosen.
When you select the "auto add to folders" option, a box will open, displaying the list of available folders to which the tag can direct the applications. Simply choose the folders you want the tag to affect, and then click "save" after completing the previous steps.
Now that you've created your tag, you will see it within the list of available tags on the form. If the tag directs applications to a folder, you will see a folder icon beside the tag. and the amount of folders that the tag will direct to. If you've selected the tag to be available for external reviewers, it will have a global icon beside it.
Once enabled, the tag will show in the applicant's tile as well as the folder that the application has been directed to.
Tag History
Additionally, when the tag is applied, it appears in the tag history section. This section displays the user who applied the tag, the tag name, the action taken, and the timestamp indicating when the tag was applied or removed. This serves as an audit of your tags within each form. From here, you can see which users have added or removed a tag at any stage.