Rock U - Rock Fundamentals - Categorize Defined Values

Transcribed Video Content

Long lists get messy fast. Connection statuses, marital statuses, phone types, these are all defined values and starting to sort them into categories will make picking defined values easier for you and your team. Alright. Let's start organizing some defined values. So we'll head to admin tools then up to settings and start typing in defined types because we save defined values on a defined type and we'll add a new one. Let's call this sports and I'm gonna just skip description and help text for now. That's something I suggest you add though. It's a good practice. But what's most important is to pick or enable categorized values. Then you can save the defined type and you'll see there's a link up here that says edit value categories. If you click on that, you'll come to a category list and now we can start adding those categories. Let's add a new one, call it adults and you can also add a description or even an icon if that helps you find this later or makes organization easier for you, then you should do that. But we'll leave it this. Gonna add another category called children. Then also note, if you click on a category, you can add a sub category. So let's add high school and elementary as subcategories of children. Then let's head back to the defined type and I'll click on it here and we're gonna start adding values and categorizing them. So let's say we wanna add volleyball as one of our sports. We can assign it to a category really easily and let's add a couple more and just pick a category that makes sense for it. And we'll just spread it evenly among these categories so I can show you what it looks later. Then let's even add one that we're not gonna pick a category for. Gonna add one more. Now we have all of the defined values we need here. We're gonna go create a person attribute. So we'll go to admin tools and settings, start typing in person, you'll see person attributes. We're gonna add a new one and call it sports. Now for the field type for this attribute, you may be thinking that we're gonna add a defined type, but we're actually not. We're gonna add a field type called Categorize Defined Values, maybe shortened this in your list. We're gonna pick a defined type of sports and then we can pick which values we want to be selectable. We're gonna allow them to all be selectable. So if you don't check any of them, they'll all be checked for you. Click save. Now I'm going to go to Ted Decker's profile and we're gonna go to his extended attributes and I'm gonna go ahead and add this new attribute and then we'll start adding some values. Okay. So obviously the wrong category for sports is membership, but I just added it here for an example. We'll click edit here on the membership category and scroll down and you'll see that sports defined type. And to make it easier to search through these defined values, we have these categories that were created and let's click on adults for example. You'll see we have baseball and cricket showing up here as we assigned those to adults, but you'll realize crickets popping up and that's because it has no category. So it's gonna show up on every category. Even if we click all categories, it'll show up. Whereas for others, if we click children, we can pick a children's subcategory and we'll drill down. We'll see that specific elementary sport that we added plus the cricket sport which is all categories. Categories bring order to Rock's growing list of defined values. A little bit of sorting upfront will save you and your team a lot of time.