Manage Organization Categories

Organization categories classify the organizations in a SmartSimple site, much like roles classify users and types classify Universal Tracking Applications (UTAs)/modules. Organization categories in SmartSimple are managed through tasks such as changing the categories assigned to an organization, editing category settings, building custom fields on a category, and permissioning fields by category.

Who: Global administrators

When to Use Organization Categories

Use organization categories when:

• Organizations need to be grouped by a shared characteristic, such as cause, sector, or relationship type.
• A specific set of custom fields should display only for organizations that share a characteristic.
• Organizations need to be filtered or searched by a common attribute in list views.
• Field or feature access needs to be controlled for a group of organizations through role-based permissions.

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Change an Organization’s Categories

Categories can be added to or removed from an organization on the organization profile. 

To change the categories assigned to an organization:

1. Click the Menu icon in the upper navigation bar, and then select Organizations from the drop-down menu. 
2. Click the record of the relevant organization to open it.
3. Click Actions in the Action Bar.
4. Locate the Properties section, and then select Edit Categories and Access from the drop-down menu.
5. Check the box next to the category or categories that apply to the organization, and then click Save. 
   • An organization can have multiple categories.

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Edit Organization Category Settings

Each category has its own General and Permissions settings. 

To edit the settings for a category:

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Organizations tab. 
2. Locate the General Settings section, and click Categories.
3. Click the edit [pencil] icon next to the name of the category to edit.
4. Click the General tab, enter the relevant information, and click Save.
   • Category Name - The unique name of the organization category.
   • Caption - The caption associated with the organization category.
   • Description - A description of the category.
   • Category Formula - Defines the category using a formula. 
5. Click the Permissions tab, click the Assign field, and select the relevant roles to edit accessibility options.
6. Click Save.

Additional tabs in the left navigation allow review of the organizations currently assigned to the category and the custom fields associated with it:

• Current Organizations - Lists the organizations currently assigned to this category. Organizations can be added or removed here.
• Custom Fields - Lists the custom fields associated with this category.

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Build a Field on an Organization Category

Custom fields can be built specifically for a category, or added to the Common Fields fieldset and permissioned by category. 

To build a custom field on a category:

1. Click the System Administration gear in the upper navigation bar, select Global Settings, and then click the Organizations tab.
2. Locate the General Settings section, and then click Categories.
3. Click the edit [pencil] icon next to the category to build a field on.
4. Click Custom Fields in the left navigation.
5. Click the New Field [+] button to create a new field.

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Permission a Field for an Organization Category

A custom field can also be linked to a category through its Permissions & Availability settings. Including a category displays the field for any organization in that category. Excluding a category hides the field from any organization in that category.

To permission a field by category:

1. Navigate to the custom field configuration page using instructions in Access the Configuration Page for Custom Fields.
2. Click the edit [pencil] icon next to the relevant custom field.
3. Click the Permissions & Availability tab.
4. Locate the Category - Field Availability section, click the Include Field For or Exclude Field For fields, and then select the relevant categories from the drop-down menu to assign the field to or exclude the field from specific categories.

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Category Variables

The following variables return organization category information.

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