Customize categories and terms

What are categories and terms?

Throughout LibCRM, you'll find fields that allow you to categorize things like profiles, interactions, relationships, and memberships. These categories contain terms that you can choose from -- for example, for Name Prefixes, you could select Mr., Mrs., or Ms. 

LibCRM allows you to customize these categories by adding your own terms. Using Name Prefixes as an example again, this means you could add Dr., Prof., Pres., Provost, Fr., Gen., etc., depending upon your local needs.

 Tip: we highly recommend that you set up your categories and terms before you start adding a lot of profiles to your system. For example, let's say you add all of your faculty to LibCRM, but then decide you should have added a Name Prefix term of "Prof.". You can add the new term to your category, but you would then have to go back and edit all of those faculty person profiles to apply that new term. By taking a little time up front to plan all of the terms you're likely to need, you can save yourself lots of time later on. :)

Available categories

  • Name Prefixes: this category populates the list of available name prefixes (such as Mr., Mrs., or Ms.) in the Prefix field of person profiles.
  • Name Suffixes: this category populates the list of available name suffixes (such as Jr., Esq., or PhD) in the Suffix field of person profiles.
  • Interaction Types: this category populates the list of available interaction methods (such as Phone or Email) in the Type field of interaction records.
  • Interaction Tags: this category populates the list of available interaction subjects (such as "consultation", "events", etc.) in the Interaction Tags field of interaction records.
  • Interaction Locations: this category populates the list of available locations (such as Office or Classroom) in the Location field of interaction records.
  • Relationship Types: this category populates the list of available relationship types (such as "is supervisor of" or "works with") in the Relationship Type field of relationship records.
    • Relationship types are used to make connections between two person profiles.
    • Unlike the terms in other categories, relationship types are intended to be added as phrases.
    • For example: a relationship would be listed as "Person A works with Person B." In this case, "works with" would be the term from your Relationship Type category.
  • Membership Types: this category populates the list of available membership types (such as "is chairperson of" or "is division of") in the Membership Type field of membership records.
    • Membership types are used to make connections between a person profile and an organization profile, as well as between two organization profiles.
    • Unlike the terms in other categories, membership types are intended to be added as phrases. 
    • For example: a membership would be listed as "Person A is chairperson of Organization B." In this case, "is chairperson of" would be the term from your Membership Type category.

Getting there

To customize your categories and terms, go to Admin > Manage Form Fields and click on the Categories & Terms tab.

Navigating to the Categories and Terms settings


Adding a new term

  1. Under Customizable Categories, click on the category you want to customize (e.g. Name Prefixes).
  2. Click on the New Term button.
  3. In the Term Value field, enter the text for your new term.
  4. Click the Save button.

Selecting a category

Clicking the New Term button

Adding a new term 


Editing and deleting terms

  1. Under Customizable Categories, click on the category you want to customize (e.g. Name Prefixes).
    1. To edit a term, click on its mode_edit icon in the Actions column.
    2. To delete a term, click on its delete_forever icon in the Actions column. This is permanent and will remove the prefix from any assigned records, so be careful!

Selecting a category

Options for editing and deleting terms


Reordering terms

To reorder the list of terms, simply drag and drop the terms into the desired positions.  Your changes will be saved automatically.

Example of reordering terms

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