Tags are typically used to get a quick idea of what reports are about, where they come from or how critical they may be. Whispli's customers mostly use tags for:
- Issue types
- Country / Entity / Region
- Priority / Criticality
However, they can be customized specifically to display the data that is the most useful for case managers and supervisors.
To set up automatic tags, the first step is to create the tags in the system. Only admins, restricted admins and configurators can create tags. Check this page to learn how to create the tags.
Once the tags have been created, you can set up automations to add them to reports. We recommend you use the Advanced Automations feature to configure the tags automations as it's easier and more efficient than the simple Automations triggered by an event.
Go to the Automation settings by clicking on 'Automations' in the main left menu, then click on the tab entitled 'Advanced Automations':
Click on the green button at the top right of the page to create a new automation:
Give your automation a clear name (you can search by name in the automations) and click on Create. For example: 'Country tags assignations' or 'Issue Type tags'. You can rename the automations at any time so you can also name it better later.
Then you need to select the trigger.
I want the tags to be applied based on information from a Channel (Reporting form)
If you want to apply tags based on data from a channel, select 'A new Report is submitted' as the trigger. Then you need to add the condition. Click on 'Add condition':
It opens a pop up window with menus to pick from.
Select 'The answer sent by the Informant to a Form question, then select the right channel (if you want to apply the tags for several channels, you need to create one advanced automation for each channel), then select the question in that channel that you want to use to generate the tags, then select the options for which you want to apply tags (if you want all options to be leveraged for tags, just click on the 'Select/Clear All' option). Here is an example:
It will then add the options in the first column (please note that if you have many options, you may have several pages to go through). Then you can add the action by clicking on the 'Add Action' button:
In the pop up window, select the 'Add Tag(s)' option:
You can add a default tag or leave the second cell blank and click on 'Ok' or use the cross at the top right: it will still create the action but leave every item in the column blank for you to add data manually):
All you have to do now is go into each menu to select the appropriate tag. If the relevant tags are not listed, you need to go and create them first (click here to learn how to create tags).
Make sure you have filled out all the cells, especially if you have several pages of rules, just use the arrows at the bottom right of the automation, or increase the number of rules to display more items on the same page:
You cannot put the automation live if any cell is missing data. Once all the menus have been completed, you can action the toggle at the top right of the screen to put the automation live:
As soon as the automation is live, tags will be automatically added to all incoming reports meeting the conditions.
I want the tags to be applied based on information from a Workflow
If you want to apply tags based on data from a workflow, select 'A Workflow step on a Report is first submitted' as the trigger. Then you need to add the condition. Click on 'Add condition':
It opens a pop up window with menus to pick from.
Select 'The answer(s) to a Workflow question, then select the right workflow (if you want to apply the tags for several workflows, you need to create one advanced automation for each workflow), then select the question in that workflow that you want to use to generate the tags, then select the options for which you want to apply tags (if you want all options to be leveraged for tags, just click on the 'Select/Clear All' option). Here is an example:
It will then add the options in the first column (please note that if you have many options, you may have several pages to go through). Then you can add the action by clicking on the 'Add Action' button:
In the pop up window, select the 'Add Tag(s)' option:
You can add a default tag or leave the second cell blank and click on 'Ok' or use the cross at the top right: it will still create the action but leave every item in the column blank for you to add data manually).
All you have to do now is go into each menu to select the appropriate tag. If the relevant tags are not listed, you need to go and create them first (click here to learn how to create tags).
Make sure you have filled out all the cells, especially if you have several pages of rules, just use the arrows at the bottom right of the automation, or increase the number of rules to display more items on the same page:
You cannot put the automation live if any cell is missing data. Once all the menus have been completed, you can action the toggle at the top right of the screen to put the automation live:
As soon as the automation is live, tags will be automatically added to all reports meeting the workflow conditions.
If you wish to combine several conditions, just click on 'Add Condition' and select the second condition you wish to apply. You can select a second question or a specific step:
It will add rows for each combination and you can then add the tags for each combination:
Alternatively, you may create two different automations for each type of tags.