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Custom Categories

Last modified 11:26, 5 Apr 2012
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Custom Categories

Custom categories are used to record additional information about contacts, clients, employees and assignments that is not held elsewhere in the system. They allow you to sort, group and filter information in your database.  A custom category is identified by this File:dirname/central/090_Glossary+and+Definitions/100_Custom+Categories/icon_custom_field.gif icon.

Custom categories are a definable list of fields and their associated values that can be used to define and categorise your contacts, clients, employees, suppliers and assignments to make the information easier to work with and analyse. It is a way of dividing your database into logical groups. A custom category consists of a category name and a number of associated values. You can define whether a category is to be available for contacts/clients, employees and assignments or all.

Custom categories are displayed in the Contact, Client, Employee or Assignment window under the Extra tab.

For example, you may set up ‘Partner’, ‘Branch’, ‘Industry’ and ‘Business Size’ as custom categories. For each client you could then set up relevant values. For example, you could set up the following values for 'Business Size': 'Small', 'Medium' and 'Large'. You could then select the category value to be included when producing reports.

For example, you may have a category defined in your system which lists all the partners in the practice. Each partner is a separate value assigned to the Category “Partner” so if there are three partners in your firm, the Category “Partner” will have three values. In this example you would have the following three values:

  • Partner: ADM

  • Partner: AML

  • Partner: CT.

When generating a report you could select, ‘Partner: CT’ to report on and only those clients who had been assigned to this partner in the Extra tab would be included in the report. You could also use this to select clients by the type of business you do for them, or by the team member who looks after their account.

The system administrator usually maintains custom categories using the Maintenance menu.

 

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