Understand the key differences and similarities between tags and codes.
Tags and codes are two available tools to help you organize data in your GivingData site. While there are some similarities between these tools, there are also key differences to understand with their purpose and use.
Codes Overview provides detailed information on codes and their use in GivingData sites. Codes are a more structured and powerful tool for categorizing data and are designed for long term data tracking. Tags also offer the ability to categorize data with a label but are typically used for more informal or temporary data tracking.
The following chart outlines the main differences in functionality and use cases between tags and codes in GivingData.
| Function | Tag | Code | Both |
|
Creation, Editing, and Management |
Foundation users with appropriate permissions can apply an existing or new tag on a record by typing in the Tags field. Tags are case and punctuation-sensitive. For example, “Covid-19” and “covid-19” are handled as two separate tags in the system. This is important to note when searching for tagged data or adding a tag. A full list of tags in use throughout the site is available from Admin Tools & Settings. Tags can be edited and deleted from that list. |
Foundation users with appropriate permissions can apply an existing code on a record by selecting from the available list. The available list of codes is managed from Admin Tools & Settings. |
|
| Use Case |
Tags can be used to track characteristics that are not built into a code or to label records for a specific purpose. Tags are similar in function to a hashtag in social media, and they tend to serve a more temporary or informal purpose. For example, a foundation might want to track items that will be needed for a specific audit each year. |
Codes are used to segment data across foundation-defined categories and offer more powerful functionalities. For example, a foundation might want to track demographic data or funding across program areas. |
|
| Structural Organization | Tags can only be structured to have one level of data. | Codes can be structured to have multiple levels of data. | |
| Percentage Tracking | Codes can automatically track the percentage and amount of a grant and/or payment that is attributed to each selection. | ||
| Payments and Approvals Dashboard | Codes will filter and populate the Payments and Approvals dashboards to easily display how funding is distributed. | ||
| Record Assignment | Tags can be applied to organization, request, payment, contact and interaction records. |
Codes can be applied to organization, request, payment and contact records. Codes can be set to be required for contact, organization, and request records. |
|
| Super Search Criteria and Display | Codes can be displayed as columns within super search results. | Both tags and codes can be used as super search criteria. | |
| Reporting (Pro and Enterprise Subscriptions) | Codes can be used to group data in the reports tool. Codes can also be used to filter the reports available in the Reports dropdown menu. | ||
| Document Templates and Super Docs | Codes can be merged into document templates and super docs. | ||
| Grantee Portal - Selection | Editable code fields can be added to a grantee portal intake form, allowing applicants to select a code from the available list. | ||
| Grantee Portal - Conditional Logic | Codes can be used for conditional logic within invited grantee portal intake forms. |