Categories

Categories are the main driver of tasks and content in your system. They are configurable, and you can choose to have as many categories (and values) as needed. However, changing them after they are set up can have unintended consequences. If you need modifications, your implementation consultant/administrator can help. Support sometimes gets involved, too.

Most clients use three or four categories (Department, Location, Position, Employee Type).

Some of the actions that can be done: add, edit, retire, and unretire category values.

See also: Categories & Assignment in task definitions — how categories are used to assign tasks to employees.

Add child category values

1. From the navigation bar, click Administration>Manage Categories.

   The Manage Hierarchical Category Values page opens.

2. Beside the category where you want to add a value, click .
3. Enter a name for the category value.
4. (Optional) Select a portal role to associate with this category.The portal role is assigned to an employee benefiting from the event when an event is launched on their behalf with this category value assigned to the event.
5. (Optional) Enter an internal code value for this category value.

   Internal Codes must be unique within a category. Values that share a same parent cannot have the same name. Internal codes are useful for cross referencing with external systems. (Internal codes are not displayed to users.)

6. (Optional) Enter a description.
7. Click Save.

Edit a category value

1. From the navigation bar, click Administration>Manage Categories.

   The Manage Hierarchical Category Values page opens.

2. Expand a category.
3. Beside the category value you want to edit, click .
4. Make changes as appropriate.
5. Click Save.

Retire a category value

Note: If a category value referenced in existing events and tasks is retired, the category value is removed but existing launched events and tasks are not affected. However, the retired category value will not be available for events launched after the category value was retired. Also, the category value will no longer be selectable from the Categories selection box on Categories & Assignment tab in the task definition.

1. From the navigation bar, click Administration>Manage Categories.

   The Manage Hierarchical Category Values page opens.

2. Next to the category value you want to remove, click .
3. At the confirmation prompt, click Yes.

Restore a category value

• If you retired a category value by mistake or just want it back, you can restore it.
• From the navigation bar, click Administration>Manage Categories.

  The Manage Hierarchical Category Values page opens.

• Click Show Retired Category Values.

  Retired values are listed with (Retired) appended to the value.

• Click .

• To restore the category value:

  • With its sub categories, click Restore sub-categories.
  • Without its sub categories, click Restore.

  The existing events and tasks are not affected. A restored category value is available for new events launched.

Restore points

A snapshot of the category hierarchy is available by using restore points. An administrator can use a restore point to revert to a previous version of a category hierarchy.

If you are editing your category values and the change is going to modify the category hierarchy (for example, some change other than a name change, a portal role assignment change, or a code value change) you can optionally create a new restore point.

You need the ManageCategoryUpload privilege to use restore points. If you do not have this privilege, contact Support.

On the Manage Hierarchical Category Values page, click:

• Show Restore Points to show your existing restore points.
• Create a New Restore Point to create a snapshot that will be available to revert back to if you choose to do so.
• Preview to view an export of the existing category hierarchy in XML format.
• Revert to restore the selected version of the category hierarchy.
• Delete to delete the restore point (history) from the application.

Note: A restore point is automatically created at the start of an upload. No restore point is created for update codes operation because it does not affect hierarchical structure.

Import and export category values

Support and implementation consultants can import and export category values. As an administrator, you can too if you have the Manage Category Upload privilege.

Import category values

You can upload an XML file to import and update category values.

1. From the navigation bar, click Administration>Import/Export Category Values.

2. Click the Import Category Values tab.
3. Click Browse to findthe xml file containing the category values to import.
4. Double-click the file.
5. On the confirmation pop-up, click Yes.

Export category values

You can export category values to an XML document. Category values retain their hierarchical structure when exported to XML.

When using the Category Upload to import additions or edits to the category values, UpdateCodes and ReplaceAll operations are dependent on the existing category value hierarchy.  

1. From the navigation bar, click Administration>Import/Export Category Values.

2. Click the Export Category Values tab.

3. Do one of the following:

   • Click Replace All to include all active category values in the export.
   • Click Update Codes to include all active and retired category values for all categories in the export.
4. Click Export.

   An XML file is created.