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Activity Tags & Tag Rules

Tags are labels you can attach to activities to categorize and filter them. FlowForth also supports tag rules that automatically apply tags based on location details, saving you time when managing large numbers of activities.

Manual Tags​

You can manually add tags to any activity when creating or editing it. Tags are useful for:

  • Categorizing types of work (e.g., "Maintenance", "Installation", "Urgent")
  • Filtering activities in the Activity Planner
  • Organizing activities for reporting

Tags have a name and a color for visual identification.

Auto Tags & Tag Rules​

Tag rules let you automatically apply tags to activities based on the location's address details. When a rule's conditions match, a tag is automatically created and applied — no manual action required.

How Tag Rules Work​

Each tag rule consists of:

  1. Rule Name — A descriptive name for the rule.
  2. Enabled/Disabled — Whether the rule is currently active.
  3. Conditions — One or more conditions that must be met for the rule to trigger.
  4. Auto Tag — The tag that is automatically applied when conditions match.

Condition Fields​

Tag rule conditions are evaluated against the activity's location address. The available fields are:

FieldDescription
CityThe city of the location
Postal CodeThe postal or ZIP code of the location
CountryThe country of the location
Street AddressThe street address of the location

Condition Operators​

Each condition uses one of the following comparison operators:

OperatorDescription
EqualsField value matches exactly
Not EqualsField value does not match
ContainsField value contains the specified text
Starts WithField value begins with the specified text
Ends WithField value ends with the specified text

All comparisons are case-insensitive.

Condition Groups​

Conditions can be organized into groups with logical operators:

  • All (AND) — Every condition in the group must match.
  • Any (OR) — At least one condition in the group must match.

This allows you to build flexible rules like "City equals Amsterdam AND Postal Code starts with 10" or "City equals Amsterdam OR City equals Rotterdam".

Tag rule builder with condition groups

Tag rule builder with condition groups

Creating a Tag Rule​

  1. Navigate to Activity Tags from the main navigation.
  2. Click Add Rule.
  3. Enter a Rule Name.
  4. Configure one or more conditions using the condition builder.
  5. Set the auto tag name and color for the tag that will be applied.
  6. Click Save.

The rule is enabled by default and will apply to new activities as they are created.

Tag rule creation form

Tag rule creation form

Testing a Tag Rule​

Before applying a rule to all existing activities, you can test it:

  1. Open the tag rule you want to test.
  2. Click Test Rule.
  3. FlowForth evaluates the rule against existing activities and shows which ones would match.

This helps you verify that your conditions are correct before applying the rule broadly.

Applying Rules to Existing Activities​

Tag rules automatically apply to new activities when they are created. To apply rules to activities that already exist:

  1. Navigate to the Activity Tags page.
  2. Click Apply Rules.
  3. FlowForth evaluates all active rules against all existing activities.

Activities that match a rule will have the auto tag applied. Activities that no longer match a rule will have the auto tag removed.

info

Auto tags are managed entirely by the tag rule system. When a rule is deleted or an activity no longer matches a rule, the auto tag is automatically removed. Manual tags are never affected by tag rules.

When Are Rules Evaluated?​

Tag rules are automatically evaluated in the following situations:

  • Activity creation — When a new activity is created at a location.
  • Location update — When a location's address details (city, postal code, country, or street address) are changed.
  • Manual apply — When you click Apply Rules on the Activity Tags page.

Managing Tag Rules​

From the Activity Tags page, you can:

  • Edit a rule's name, conditions, or auto tag.
  • Enable/Disable a rule without deleting it.
  • Delete a rule — this also removes the associated auto tag from all activities.

Who Can Manage Tags?​

Tag management and tag rules are available to Organization Admin users only.

See also​

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