Categories

Categories are labels that enable grouping of entities based on a particular shared characteristic or interest. For example, Avid Golfer for a contact or user.

Category groups enable you to group related categories together. A category group defines the entity types that you can add the category to. For example, a category group can make a category available only to companies. A category belongs to only one group.

System administrators, business administrators, and users can use and manage categories in the following ways:

System administrators
In NexJ Admin Console, system administrators can create, modify, and delete categories and category groups.
Business administrators
On the Customize workspace, business administrators can add categories to the system and delete them, modify the name, description, and icon for a category, and add contact types for a category. A business administrator is a NexJ CRM user who gathers business requirements and configures the application. For example, they are responsible for user onboarding and importing contact data. Using NexJ CRM, they can configure rules, create custom fields, coverage groups, business process forms, and templates.
Users
On the Contacts workspace, users can add and remove existing categories from individual entities in the Detail tab, add new categories to the system, and modify the name, description, icon, and contact types for categories.

Best practices for using categories

Consider using categories to:

Store simple classifying information about an entity that you will filter and report on

Avoid using categories to:

Capture information that may be applicable only to a few clients, such as a birth or anniversary date

Some examples of categories include:

High Net Worth
Avid Golfer

Adding categories to the system

Add a category on the Customize workspace to make the category available for users on the Contacts workspace.

Before you create a category, you can search for specific categories in the data table by entering a full or partial category name in the text search field. For more information about searching and filtering records, see Searching and filtering in NexJ CRM.

To change which columns display in the data table, click Select Columns

the data table toolbar. For more information, see Displaying and viewing data table columns.

When you add a category, you select a category group and add one or more contact types. The contact type specifies the types of entities that users can apply the category to. For example, a category with the Company contact type is available for company entities. Your system administrator can activate and rename up to six category groups.

To add categories to the system, navigate to the Customize workspace, and select the Categories tab. Click the Add Category button

to open the Category dialog and fill in the required information.

Tab	Field or checkbox	Description	Required field
Contact Types	Not applicable	Contact types for which the category is available. By default, all contact types are selected. To individually remove contact types from the list, click the Delete button beside the contact type you want to remove from the list. To remove multiple contact types from the list at the same time, click the Select button and clear the corresponding checkboxes. To add a removed contact type back to the list, click the Select button and select the contact type you want to add. Contact types only apply when you add categories to entity types in the Detail tab. Contact types do not apply to filter chips.	Not applicable
Detail	Edit Security	Defines edit security for the category. You cannot modify edit security settings for a category after it has been created. If you want to restrict view access to this category, you must set it now. The default view setting is Public. For more information, see Security settings for objects in NexJ CRM.	Yes
	Group	Category group. Categories are organized by group in the Categories card.	Yes
	Icon	Icons display beside the category name in the Categories card.	Yes
	Show in Rule Conditions	If you want to use the category for setting rule conditions, select the Show in Rule Conditions checkbox. If you clear the checkbox, the category will not be usable for setting rule conditions.	No
	View Security	Defines view security for the category. Select Public to make the category visible to all users, or select a user or group to restrict visibility to that user or group. You cannot modify view security settings for a category after it has been created. If you want to restrict view access to for this category, you must set it now. The default view setting is Public. For more information, see Security settings for objects in NexJ CRM.	Yes

Modifying categories in the system

You can edit the name, description, display icon, and contact types for a category on the Customize workspace. The changes that you make to a category are also reflected for all contacts that are associated with this category.

To edit a category, navigate to the Customize workspace and select the Categories tab. Locate the category you want to edit in the data table and click Edit in the category record. In the dialog that opens, edit the information.

Your system administrator can restrict the contact types that are available to a category by category group.

Also, you can delete a category record from the system on the Customize workspace.

You cannot delete a category if it is being used by a contact in NexJ CRM.