Custom categories

Modified on Wed, 4 Jun at 4:02 AM

Using Custom Categories for Enhanced Assessment Management

Custom Categories allow you to add your own specific, predefined classifications to assessments, beyond the standard options like Shift, Job, or Site. This powerful feature helps you organize, filter, and analyze your assessments with greater precision, tailored to your organization's unique needs.


This guide will walk you through:

  1. Enabling and Naming Custom Categories

  2. Adding Items to Your Custom Categories

  3. Assigning Custom Categories to Assessments

  4. Filtering Assessments by Custom Categories

  5. Saving Custom Filter Sets as Queries




1. Enabling and Naming Custom Categories

Before you can use Custom Categories, you need to enable and name them in your organization's settings.

  1. Navigate to Settings (gear icon in the bottom left sidebar).

  2. In the Settings menu, select Organization.

  3. Under the "Custom categories" section, you'll see up to five custom category slots (e.g., "Custom category 1", "Custom category 2").

  4. To enable a category, click the toggle switch to the right of it. The toggle will turn orange, indicating it's active.

  5. Once enabled, a "Name" field will appear. Type in a descriptive name for your category.

    • Example from video: "Equipment" for Custom category 1, "Temperature" for Custom category 2.

  6. Repeat for any other custom categories you wish to enable (up to five).

  7. Click Save changes in the top right corner of the screen.

  8. You will now see your newly named custom categories appear as new menu items in the left-hand Settings navigation, under "Tags".

2. Adding Items to Your Custom Categories

Once a custom category is enabled and named (e.g., "Equipment"), you can define the specific items or options that will be available for selection within that category.

  1. In the Settings menu (left sidebar), click on the custom category you just created (e.g., Equipment or Temperature).

  2. You'll see an empty list for that category. Click the "+ Add [Category Name]" button in the bottom right (e.g., "+ Add Equipment" or "+ Add Temperature").

  3. A "New" item dialog will appear.

    • Enter a Name for the item (e.g., "Tool #1", "Tool #2" for Equipment; "< 20°", "> 20°" for Temperature).

    • You can optionally add Notes or assign it to a Business unit and set user permissions if needed.

  4. Click Save.

  5. Repeat steps 2-4 to add all desired items for this custom category.

    • Example from video: For "Equipment", items "Tool #1" and "Tool #2" were added. For "Temperature", items "< 20°" and "> 20°" were added.

  6. You can manage these items from this screen, including selecting them to edit or delete (using the toolbar that appears when items are selected).

3. Assigning Custom Categories to Assessments

After setting up your custom categories and their items, you can assign them to individual assessments.

  1. Navigate to the main Assessments list (clipboard icon in the top left sidebar).

  2. Click on an existing assessment to open its details page.

  3. In the assessment's detail view, click on the Categories tab in the left-hand sub-menu.

  4. You will see input fields for each of your enabled custom categories (e.g., "Equipment", "Temperature").

  5. Click into the field for the desired custom category (e.g., the "Equipment" field).

  6. A "Select an item" dialog will appear, listing the items you previously added for that category (e.g., "Tool #1", "Tool #2").

  7. Click on the item you want to assign to this assessment (e.g., "Tool #1"). The dialog will close, and the selected item will populate the field.

  8. Repeat for any other custom categories you want to assign to this assessment (e.g., select "< 20°" for "Temperature").

  9. Click Save in the top right corner of the assessment details page to save your changes.

  10. When you return to the main Assessments list, you'll see the assigned custom category items displayed for that assessment.

4. Filtering Assessments by Custom Categories

Custom categories are particularly useful for filtering your assessment list to find specific sets of data.

  1. Navigate to the main Assessments list.

  2. Click the Add Filter button (funnel icon with "Filters:" next to it).

  3. A dropdown menu will appear listing all available filter types, including your custom categories (e.g., "Equipment", "Temperature").

  4. Select the custom category you want to filter by (e.g., Equipment).

  5. A "Select an item" dialog will appear, showing the items for that category. Click the item you want to use as a filter (e.g., Tool #1).

  6. The assessment list will now be filtered to show only assessments tagged with "Tool #1" under the "Equipment" category.

  7. You can add multiple filters. For example, after filtering by "Equipment: Tool #1", click Add Filter again, select Temperature, and then choose an item (e.g., > 20°). The list will further narrow down to assessments matching both criteria.

    • The active filters will be displayed as "pills" above the assessment list (e.g., "Equipment: Tool #1", "Temperature: > 20°"). You can remove a filter by clicking the 'x' on its pill.

5. Saving Custom Filter Sets as Queries

If you frequently use a specific combination of filters, you can save it as a "Query" (also known as a saved view or custom filter) for quick access.

  1. Apply the desired filters to your Assessments list as described in section 4.

  2. Once your assessment list is filtered to your satisfaction, click the Save (or Save view) icon in the top right corner of the Assessments list view (it looks like a floppy disk or download icon).

  3. A "Query name" dialog box will appear.

  4. Enter a descriptive name for your filter set (e.g., "Tool #1 > 20°").

  5. Click OK.

  6. Your saved query will now appear in the main left sidebar under the My filters section (you might need to expand "My filters" if it's collapsed). Clicking this saved query will instantly re-apply the saved filter combination to your assessments list.


By leveraging Custom Categories, you can significantly improve the organization, retrieval, and analysis of your assessment data, making your workflow more efficient and insightful.

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