Categorising organisations using labels
In this article
In the Network module, Labels provide an effective way to group organisations together - perhaps categorising certain attributes such as region or size. They can also be used as filters in reports and when communicating using smart tags. For example, using a "region" label would make it easy to communicate with "senior leaders in the north region" when used in conjunction with roles in a smart tag.
To add a label, select Labels from the menu bar and click Add label.
Give the label a Name and select the Colour which will be shown on an organisation’s 'View' page. You can then create your Responses, using the Add button to add multiple options. A label must have one or more responses. Label responses can be reordered by dragging the arrows at the left and removed using the cross at the right when more than one response is present.
Select a Type to determine whether an organisation can be allocated a single response or multiple responses for a label.
For example, in a Single response label such as ‘Size’, a church can only be large or small. In a Multiple response label such as ‘Policies’ an organisation could have multiple policies in place eg data protection, safeguarding, health and safety. Finally, select whether or not a response is Required.
After hitting Save, the label will be added. Selecting Order...
...enables you to reorder the labels by dragging and dropping them into position.
The action menu enables you to Edit and Delete labels or to View changes which have been made.
For each label, all possible responses are listed in rows, with a number to the right showing how many organisations have a particular response selected.
Clicking on a response row from the list will open an active Advanced search showing organisations which have that label response.
Adding labels to an organisation
To add a label to an organisation, select the relevant organisation and click Edit. Labels show as white when not selected and become coloured when they are selected. Both single and multiple response labels look alike but function differently.
- Single response labels function like a 'radio' field where clicking on a response option will de-select any other existing option. Only one response can be selected at any one time.
- Multiple response labels function more like a 'checkbox' field where clicking on a response option turns that value on and off independently of the other options.
In the example below, ‘Region' is a single response label field and ‘Policies’ is a multiple response label field for which two options are currently selected.
Labels can be added to multiple organisations at once using batch actions. From the organisations list, use the boxes at the left to select which organisations you’d like to update and click Edit.
Any values chosen will be added to all selected organisations exactly e.g. all selected organisations in the example below will have their ‘Region' label overwritten with 'North' and their 'Policies' label overwritten with 'Safeguarding' and 'Health & safety' regardless of any previous values. Tick Yes, I'm absolutely sure to proceed.
A labelled organisation will have a coloured pill for every label response option selected i.e. multiple response fields will add multiple pills to the organisation. In the example below, ‘Region’ is a single response label and ‘Policies’ is a multiple response label.
Clicking on one of these pills will open up an active Advanced search showing organisations which have that label response. Further selections can be made within the Advanced search fields if necessary.
Advanced search for labels
Advanced search can be accessed from the search bar...
...or by clicking on a label response from a church's "View" page or the Labels "View" page. Within Advanced search a Labels sub section contains a multi-select filter field for every label and the list of organisations dynamically updates as the filters are changed.
'OR' logic is used when choosing multiple responses within the same filter e.g. within the Region label, if ‘North' and ‘East’ were selected, all organisations in either the 'North' or 'East' regions would be shown.
'AND' logic is used when multiple filters have values e.g. if ‘Size' was 'Large' and 'Region' was 'North' then only large organisations in the North would be shown.
A combination of the above scenarios would follow the same pattern so if ‘Size' was 'Large' and 'Region' was set to both 'North' and 'East', then the list would include large organisations in either the 'North' or 'East'.
Filters are always multi-select for maximum flexibility.
Labels in smart tags
Labels from the Network module can be selected in Smart tags in the Address Book and are used to find members of organisations which have certain labels.
Within a smart tag, as well as selecting a label response, you can also select a Role. For example, the smart tag condition below with values of ‘North’ and ‘Administrator’ can be used to find all Administrators in organisations in the North region.
Labels in reports
Reports can be filtered by label responses and where multiple responses are selected the same 'OR/AND' logic is employed as in Advanced search. 'OR' logic is used for multiple responses from the same label and 'AND' logic is used when more than one label is involved.
In the example below if 'North' and 'East' are selected from the 'Region' label and 'Safeguarding' is selected from the 'Policies' label, the organisations shown would be all organisations in either the ‘North’ or ‘East’ regions which have a Safeguarding policy.
Labels in embed
When using the Embed functionality in the Network module, Labels can be displayed on an organisation's embedded information.
Labels can also be used to filter visible organisations on an embedded map or list. In addition, they can be surfaced to help website visitors filter the organisations which are visible.