Managing 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 types of entities 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.

On the Contacts workspace, you can add and remove categories from individual entities, add categories to the system, and modify the name, description, icon, and contact types for categories.

You can add, view, and delete categories in an entity's Detail tab, on the Categories card.

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 existing categories to entities

There are two ways to add categories to entities:

• To add an existing category to a selected entity, navigate to contact's Detail tab, click the Select a Category button 

  

  on the Categories card, and then select a category from the table of available categories. To remove a category from an entity, on the Categories card, click the Delete button 

  

  for the category.
• To add an existing category to multiple contacts, on the Contacts workspace, select one or more entity records in the data table, click the More Actions button

  

  , and select Update > Category. You can follow the same steps to remove categories from one or more entities.

Adding new categories to the system

If you are an administrator, you create a new category for an entity, you can use it again on any other entities you have access to.

To create a new category for an entity, navigate to the entity's Detail tab, click the Select a Category button on the Categories card, and then click the Add a new item button 

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

Your administrator can edit the name, description, display icon, and contact types for a category on the Customize workspace. The changes that are made to a category are reflected for all entities that are associated with the category.