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Managing categories

A category is a label for entities, such as Avid Golfer for a contact or user. Categories can be used for searching and grouping entities. Add and view categories using the Categories tabs in a contact's profile.

A category group enables you to group related categories together. A category group defines the following:

  • The types of contacts that you can add the category to. For example, a category group can make a category available to only company contacts.
  • The tab name that displays on a contact's profile on the Contacts workspace. For example, a category in the Private category group displays in the Private Categories tab in NexJ CRM .

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 create and delete categories from the system, and modify the name, description, icon, and 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 might configure rules, create custom fields, coverage groups, business process forms, and templates.

Users
On the Contacts workspace, users can add and remove categories from individual contacts, add 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 a contact 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 contacts

Add existing categories to a contact after collecting information about the contact.

To add categories to a contact:

  1. Navigate to the Contacts workspace.
  2. Select the contact you want to add categories to.
    The selected contact's profile opens.
  3. In the Detail tab, select a Categories subtab.

    The tabs that you see depend on how your system is configured. By default, the Profile Categories and Private Categories tabs display.

  4. Click the Add button .
    The Select Categories dialog opens.
  5. Use the Add button to move categories for the contact to the list on the right.

    The Group column indicates the category group that a category belongs to. The category group defines the category tab in which the category displays. For example, if you add a category that belongs to the Profile group, the category displays in the Profile Categories tab.

  6. Click OK.
    The Select Categories dialog closes.

The categories display in the contact's profile.

Removing categories from contacts

Remove a category from a contact when the category no longer applies to the contact.

To remove a category from a contact:

  1. Navigate to the Contacts workspace.
  2. Select the contact you want to remove a category from.
    The selected contact's profile opens.
  3. Click the Categories tab that contains the category you want to remove.
    For example, select the Profile Categories tab.
  4. Click the Action button for the category you want to remove, and select Delete.
    A confirmation dialog opens asking you to confirm that you want to delete this category.
  5. Click Delete.
    The confirmation dialog closes.

The category is removed from the contact.

Adding categories to the system

You can create new categories in a contact's profile. After they have been created, you can use the categories for other contacts as well.

To create a new category:

  1. Navigate to the Contacts workspace.
  2. Select the contact for whom you want to create a new category.
    The selected contact's profile opens.
  3. In the Detail tab, click one of the Categories subtabs and click the Add button .
    The Select Categories dialog opens.
  4. Click the Add Category button .
    The Add Category dialog opens.
  5. In the Name field, enter a display name for the category.
  6. [Optional] In the Description field, enter a description of the category.

    The description displays in the Select Categories dialog for users who add categories to a contact.

  7. [Optional] In the Icon field, select an icon to display beside the category name.
    1. Click the Select button .
      The Select Icon dialog opens.
    2. Select an icon and click OK.
      The Select Icon dialog closes.
  8. In the Visibility field, define 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 levels for the category after it has been created. If you want to restrict view access to this coverage group, you must set it now. The default view setting is Public.

  9. In the Group field, select a category group to define the category tab in which the category is available on the Contacts workspace.

    The category group defines the category tab in which the category displays. For example, if you add a category that belongs to the Profile group, the category displays in the Profile Categories tab.

  10. In the Contact Types tab, select the contact types in which to make the category available on the Contacts workspace in one of the following ways:
    • Use Remove to move contact types to which the category does not apply from the right to the left column.
    • Use Remove All to move contact types from the right to the left column. Then, use Add to move the contact types to which the category applies to the right column.

      By default, all contact types are selected.

  11. Click OK.
    The Add Category dialog closes.
  12. [Optional] If you want to add the category to the contact, click Add.
  13. Click OK.
    The Select Categories dialog closes.

The category is created.

Modifying categories in the system

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

To edit a category:

  1. Navigate to the Contacts workspace.
  2. Select the contact with the category you want to edit.
    The selected contact's profile opens.
  3. In the Detail tab, select the Categories subtab containing the category you want to edit.
  4. Click the Add button .
    The Select Categories dialog opens.
  5. In the left column, click the Action button for the category you want to edit and select Edit.
    The Edit dialog opens.
  6. Edit the category and click OK.
    The Edit dialog closes.
  7. Click OK.
    The Select Categories dialog closes.

The category is edited.