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How Admins Can Tag Entries

At times, Admins might find it beneficial to assign a custom status to an Entry. This could serve various purposes, like evaluating if an Entry should proceed to the next voting round after thorough Admin checks during the Entry process. Additionally, it can be useful for highlighting Entries that have received specific accolades, such as Gold, Silver, or Bronze in their nominations. This functionality enables Admins to allocate statuses to Entries and generate reports based on them.

There are two mechanisms that be utilised, depending on the setup of the form:

  • Tagging on a per-entry basis
  • Tagging on a per-category basis

Fundamentally, the key distinction lies in the setup of Entry Forms. Some forms restrict entries to a single Category, while others allow submission into multiple Categories on the same Form. Each approach has its advantages and disadvantages, necessitating different workflows.

How to Create Tags on a per-Entry basis

This approach is useful if the tag applies to the whole Entry and all of the Categories in which the Entry is entered. It is especially recommended when if the Entry is in multiple Categories, as the tag will be relevant to each of them. This approach leverages the Question functionality, enabling Admins to configure various questions to report tags based on their needs.
Before taking this approach, it is crucial to think about the application of tags. For example, if you plan to apply multiple tags through checkboxes or a series of tags using different drop-downs. There is no hard and fast rule and you should build the Questions to suit your purposes. One key consideration is that each Question will create a new column on the Admin Entry List, that can be filtered and reported, whereas multi-selects will batch all of the tagged answers into a single column.

To create the questions:

  1. Log into the Admin Interface
  2. Go to Actions>Question List
  3. Click Add to create a new question
  4. Update the settings and click Save when done. For more information about creating questions read the Question List Guide

When setting up the Question there are a few things to consider:

  1. Question type – there are no restrictions as to which question types can be used. Generally it is assumed that the tags will be predefined. Therefore, using a Select Question is typical, but there is nothing to stop a textbox being used where Admins can provide a unique value or a date.
  2. Positioning – make sure the Question is positioned so that Admin Users can easily locate it and update. If you have several Admin-only Questions, it would be best to group them in a section at the top or the bottom of the form.
  3. Visibility – generally Admins will not want Entrants to see the answers, so it is advised to make them visible only to Admin Users.
  4. Column on Entry Checking page – most likely Admins will want to be able to review and filter, so set the Question to appear on the Entry Checking page.

How to Create Tags on a per-Category basis

While creating tags directly on the Entry Form is a potent tool, it falls short when a tag needs to be specific to a particular Category. For instance, consider an Entry Form that allows an Entry to be submitted in multiple Categories. If an Entry is nominated in one Category but not in others, tagging it as nominated implies it’s nominated in all Categories. Creating Category-specific entry tags might result in a lengthy drop-down list and pose issues if the Entry is nominated in multiple but not all Categories. Consequently, there is functionality that allows Admins to tag individual Categories. The initial step involves creating the tags, followed by applying them to the respective Categories:

  1. Log into the Admin Interface
  2. Go to Actions>Awards
  3. Click Edit for the award where you wish to create the tags
  4. Scroll to the Options section and enter a comma separated list of tags in the Nomination Tags text area:
    1. Tag 1, Tag 2, Tag 3, etc.
  5. Click Save
  6. Go to Actions>Nominations
  7. Here each nomination (Category) will have a drop-down with the created tags
  8. Select the relevant tag for each nomination as required
  9. The table will autosave

Note – The saved tags will appear in a table below the text area. Admins can deleted tags at any stage.