What is a Tag?
Tags are a super useful feature. They allow you to reference information that has been collected as a part of your workflow or can relate to assets that have been uploaded into your school settings. Tags work in a very similar way to a mail merge and are the tool that help to make workflows tailored to the process at every run.
How can I add a Tag?
Adding a Tag is easy. As you feed more information into your workflow, it is working in the background, storing this information, creating links to each piece of data as a 'tag'. This allows you to refer back to previous pieces of information throughout your workflow.
What does this look like in a workflow?
In the example below, our initial trigger form is used to gather information about a new starter. The first question asked is ‘Full Name of New Starter?’. Once provided, this information will be stored as Q1, and will be ready for us to reference in other steps of our workflow.
Let’s assume that the trigger form has been completed and we are ready to trigger Step 2.
Now, we would now like the Reception for the school to receive a notification asking them to complete the Pre Employment Checklist.
We can use a tag to specify which Reception we are sending this to. This is because Reception has been set up as a Custom role.
Simply click into the empty bar and a drop down menu will appear, from here, you will be able to select the relevant recipient without needing to manually enter their details.
Additionally, in the body of the notification (instructions on the checklist step), you will see that tags have been added to reference the information that was gathered as part of Step 1.
This information will change depending on who completes the form. The tags are being used to ensure that Arbor Workflows knows where to grab the missing information from each time the workflow runs.
This means that the workflows works contextually every time. Not only with the data and information added into the trigger form but also if you are running the workflow for multiple schools in known which Reception, for example, to send the tasks to.
Each time you would like to add a tag, you simply need to select the ‘+ Tag’ button in the top right-hand corner.
A drop down menu will appear, think of this as a reference library for all other individuals and information gathered within your workflow. From this menu, you simply select the relevant information and your tag will be added.
You will also notice that there are tabs at the side of the drop down menu. In the example below, we are shown a ‘This’ tab and a ‘Step 1’ tab.
‘This’ is always used to reference information about the organisation or information about the workflow (organisation, trigger date, workflow name etc).
'Step' refers to the step number in which the data was collected that you want to use as a tag. You will only see the steps that have come before the step you are in. For example, if you are in Step 4 you will only see This, Step 1, Step 2, Step 3.
Next to the information you can tag, you will see a set of icons to help you identify what type of data input this is.
Some fields will only accept one type of data input, such as recipient bars, and therefore will only show the tags that fit the expected data input.
Now that you know how to access your tags, you can add them into any workflow steps that you create as well as referencing them in any updates that you are creating.
For more information about areas mentioned in this article you can visit the following articles: