Who is this article for?

Users who want to sort items on their site into groupings.

Category_Create, *_Links (+ complex) or higher permissions are required.

Categories are used to pull items together for use in Reports and Queries. They can also be used to group or sort items in Reports. This article will walk you through how to set up Categories.

In this article:

1. Categories list
   • Browser
   • Classic
2. Creating Categories
   • Browser
   • Classic
3. Administering Categories
   • Browser
   • Classic
4. Using Categories in Queries

1. Categories list

Browser

To view Categories:

1. Open the Go To... menu.
2. Hover over 'More'.
3. Select 'Categories' (under 'More').

You will be taken to the overview of all Categories on your site. 

If an individual item is linked to a Category, you can view this relationship in the 'Related To' tab of the item notebook:

Classic

To view Categories:

1. Click the 'Directory' button.
2. Select 'Categories'.

You will be taken to a list of all Categories existing on your site. Selecting an item from the list in the left panel will display its details:

If an individual item is linked to a Category, you can view this relationship in the 'Related Links' panel when a Category is selected.

2. Creating Categories

Browser

To create a category:

1. Open the Categories list.
2. Click 'Categories▼'.
3. Select 'New Category'.
   You will be asked to define the Code, Title, and Description for the category.
4. Click 'Save & Close'.

Classic

To create a category:

1. Open the Categories list.
2. Select 'New'.
   This will open a new, blank notebook.
3. Fill in the details.
4. Click 'Save'.

3. Administering Categories

Categories can be linked with:

• Actions
• Assessments/Audit Files
• Charts (Browser only)
• Consultations (Classic)
• Documents
• Feedback
• Performance Indicators
• Policies (Browser only)
• Risks
• Reports 
• Report Dossiers (Classic only)
• Strategy Maps (Classic only)

Browser

To link items to a category:

1. Open the category notebook.
2. Switch to the 'Related to' tab.
3. Click the header for the module with the items you want to link.
4. Select 'Add items'.
5. Search for the item(s) you want to link.
6. Tick the box for those item(s).
7. Click 'Selected'.
   You should see a message that your items have been added successfully.
8. Click 'Save & Close'.

To unlink items, select the 'Remove Linked Items' or 'Remove All' options.

Classic

To link items to a category:

1. Open the category notebook.
2. Click the dots-in-the-box next to the type of items you want to link.
   You will see an 'Add/Remove' window.
3. Move all items you want linked to the right.
   Use the double arrow buttons ('<<' or '>>') to move all items at once.

3. Using Categories in Queries

As the usage is the same across both applications, this article will focus on how to achieve this in Browser.

To build a Query:

1. Open the Go To... menu.
2. Hover over the item type you want to build the Query for.
3. Select 'Queries'.
4. Click 'Queries▼'.
5. Select 'New Query'.
   You will be asked to enter a title for your Query.
6. Click 'Save & Close'.
   You will be taken to your Query page.
7. Switch to the 'Filters' tab.
8. Click 'Add Filters'.
9. Select 'Linked Items' from the list on the left.
10. Choose 'Linked Categories' from the submenu on the right.

 Here you will be given an 'Add/Remove' window with a list of all your categories:

Tick the 'Require All' option if you want the item to be linked to all selected Categories to be returned by the Query.