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Normal Tags and Auto Tags

Dave Carr
Dave Carr
  • Updated

This article is about Normal Tags and Auto Tags. You’ll find information on how to set up Tags and apply Normal Tags to Customer Records. Before you read this article, you should be familiar with:

VIDEO: If you're new to Tags, take a look at our Contact Preferences, Tags and Customer Attributes concept video.

 

What is a Tag?

You can think of a Tag as a label which can be applied to Customer Records. You can use Tags to group customers together who share the same information or characteristics.

  • Normal Tags: Can be manually added to and removed from a Customer Record
  • Auto Tags: Are dynamically applied to Customer Records depending on the criteria you have set

Examples of Tags you could use:

  • No email address
  • Local Resident
  • Regular Donor
  • Wheelchair user
  • Potential Member

Tags are unique to your system and can be configured to suit your requirements.

 

Why should I use Tags?

Using Tags can help you understand your Customers and collect information about them. You can use Tags to:

For example, you could create an Auto Tag which is applied automatically to Customer Records without an email address. This Auto Tag can then be used as eligibility criteria in a Customer Group which will prompt your box office team to ask the customer for their email address.

 

What do I need to set up Tags?

To set up Tags, you’ll need to complete the following steps:

  1. Create a Tag Group
  2. Set up a Normal Tag or Auto Tag
  3. Add Criteria (Auto Tags only)

 

How to set up a Tag Group

Before you create any Tags, you’ll need to create or choose an existing Tag Group. Tag Groups are used to gather your Tags in one place under their relevant headings. For example you might have an ‘Accessibility Requirements’ Tag Group containing all of your access Tags.

TIP: To set up Tag Groups in the Admin Interface, you’ll need the General Administrator Role. If you don’t have this Role, ask the Spektrix administrator in your organisation to add this Role to your User Account.

To add a new Tag Group, follow these steps:

  1. In the Admin Interface go to Customers > Tags:

     

    customers_tags_menu.png

  2. Click Add:

     

    click_add_to_add_tag_group.png

You’ll see a New Tag Group screen: 

new_tag_group_screen.png

Complete the following and click Save:

  • Name: Give your Tag Group a clear, descriptive name. The Tag Group name will be visible online if you check the On web box.

     

  • Description: Add a clear description explaining the purpose of the Tag Group. The Tag Group description will be visible online if you check the On web box.

     

  • On web: Check this box to display this Tag Group online. This will be visible in the Other Preferences section of the account creation process. This enables Customers to add or remove their own Normal Tags during account creation or when updating their online account.

     

TIP: Tag Groups you make available On web must only contain Normal Tags. It isn’t possible to make Auto Tags in a Tag Group available online. Unlike Normal Tags, Auto Tags can't be manually applied to, or removed from, a Customer Record.

Once you’ve created your Tag Group, you can move on to creating a Normal Tag or Auto Tag.

 

How to create a Normal Tag

To create a new Normal Tag, follow these steps:

  1. In the Admin Interface, go to Customers > Tags:

     

    customers_tags_menu.png

  2. Select the Tag Group you want to add the Normal Tag to:

     

    select_tag_group_to_add_normal_tag_to.png

  3. At the bottom of the Tag Group screen, click Add Normal Tag:

     

    add_normal_tag.png

    REMINDER: If the Add auto tag button is greyed out, this is because the Tag Group is set to display online. You can only create Normal Tags in a Tag Group available On web.

  4. Enter the Tag Name (mandatory) and Description (optional). Make sure the name and description you enter clearly describe the purpose of the Tag. Click Save:

     

    enter_normal_tag_details.png

 

How to create an Auto Tag

To create a new Auto Tag, follow these steps:

  1. In the Admin Interface, go to Customers > Tags:

     

    customers_tags_menu.png

  2. Select the Tag Group you want to add the Auto Tag to:

     

    select_tag_group_for_auto_tag.png

  3. At the bottom of the Tag Group screen, click Add auto tag:

     

    add_autotag.png

    REMINDER: It isn’t possible to create Auto Tags in a Tag Group which is available On web. Unlike Normal Tags online, Auto Tags can't be manually applied to, or removed from a Customer Record.

  4. You’ll see an Auto Tag creation screen. Enter the Tag Name (mandatory) and Description (optional). Make sure you enter the names and descriptions you enter clearly describe the purpose of the Tag.

     

    auto_tag_creation_screen.png

 

Adding Criteria to an Auto Tag

Once you’ve entered a Name and Description (optional) for your Auto Tag, you’ll need to add the criteria for that Auto Tag by creating a Local Segment.

In this example, we’re creating an Auto Tag to identify Customers who don’t have an email address in their Customer Record. This Tag will be automatically applied to a Customer Record based on the criteria set against the Auto Tag.

Follow these steps to add criteria to an Auto Tag:

  1. Click New Local Segment:

     

    auto_tag_new_local_segment.png

  2. Enter a Segment Name and choose a Segment Type. Click Ok:


    add_customer_segment.png

     

  3. In the Edit Segment screen. Uncheck ‘Only show commonly used criteria’:


    edit_segment_uncheck_commonly_used_criteria.png

     

    TIP: You can also update the Segment Name and Description in this screen.

  4. Click on the + (plus symbol) on the Customers Wrapper to open it:

     

    edit_segment_customer_wrapper.png

  5. Look for the Metric you want to use as criteria. In this example we’re using ‘Has email address’:

     


    edit_segment_email_address_metric.png

    TIP: A metric is the available data you can use as criteria.

  6. Drag the Metric into the ‘Drop to add criteria box’ and click Ok:

     

    drop_criteria_here_metric.png

  7. In the Auto Tag screen, drag Local Segment you’ve just created into the ‘Drop criteria here’ box:

     

    local_segment_list.png
  8. The selected Segment will be included in the criteria:

     

    and_or_not.png

  9. This example would include everyone who has an email address. To add an Auto Tag to don't have an email address, check the NOT box. The selected Segment will be included in the criteria:

     

    not_criteria.png

  10. If you want to apply the Auto Tag immediately, check the box ‘Run this autotag after a customer record is created and after a transaction is confirmed’. Click Next:


    run_this_auto_tag.png

    TIP: If you choose to leave this box unchecked, an overnight job will run Auto Tags at 2am in your local timezone.

     

  11. To create another Local segment to use as criteria, repeat the steps above.

    TIP: If you use more than one Local Segment in the Pre-Filter or Main-Filter, you’ll need to pay attention to the AND, OR and NOT rules. Read The AND, OR and NOT rules for more information.

 

How to add and remove Normal Tags to a Customer Record

To add and remove Normal Tags in a Customer Record, follow these steps:

  1. Search for a Customer Record
  2. In the Details section, scroll down to Tags. Click Edit Tags:


    edit_tags_customer_records.png

     

  3. To add a Normal Tag, check the box next to the Tag. To remove a Tag, uncheck the box next to the Tag:


    tag_list.png

     

  4. Click Ok.

     

REMINDER: Auto Tags will be greyed out as they can't be manually added to, or removed from a Customer Record.

 

Adding Tags when creating a Customer Record

You can add Normal Tags when creating a Customer Record. Follow the instructions in How to create a Customer Record.

 

Adding or removing Normal Tags online

Any Tag Groups you’ve made available On web will be displayed when a Customer creates their account, or in the Other Preferences of their online account:

 

online_tags.png

In the image above you can see:

  1. Tag Group
  2. Tag Name

Customers can add or remove Tags by checking or unchecking the box next to the Tag.

 

Adding Tags to Customer Records in bulk

It's possible to add Tags to Customer Records in bulk. This is done through an import by our Support Team.

Read Importing Customer Data from a CSV into Spektrix for more information.

 

How to view the Audit history of Normal Tags and Auto Tags

You can view the audit history of Normal Tags and Auto Tags in the audit section of the Customer Record.

Read The Customer Audit for more information.

 

Further Reading

This article should give you the information you need to set up and use Normal Tags and Auto Tags.

To learn more about Customer data, visit the Understand your customers section of the Support Centre.