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Using Custom Categories in iCarol

Resources

Categorizing your resources can help your staff and volunteers find appropriate resources for those in need. Rather than searching for a resource by name, they can search by a category and be presented with a list of resources matching that search term. The list of categories is completely customizable, and for those using the AIRS taxonomy, please note you can use both the taxonomy and custom categories if you wish.

To turn on the custom category feature in iCarol, follow these steps:

  • Click Admin Tools in the left hand menu
  • Click the Resources Tab
  • In the AIRS/211 Taxonomy section, click the box next to “Uses Categories as well as 211 Taxonomy” to place a check mark there
  • Click the “Save all settings” button at the top of the screen

Turn on Custom Categories

Once the feature is turned on, the next step is to create a list of custom categories. It may be useful to review the resources currently in your resource database to determine what category names to use that would best represent the kinds of services those resources offer. Please note, this tool can be used to create just one list of categories, and it can also be used to create a list of categories with sub-categories.

To create a custom category, follow these steps:

  • Click Resources in the left hand menu
  • Click Manage Resources in the upper right hand side of the screen
  • In the second column, click “Customize your keywords”

  • Create custom category

  • Click “Add a new keyword”

  • Add keyword

  • Fill in a Name for the category. A description and a rank for the category are optional.

  • Name category

  • Before clicking Save, on the left hand side of the screen, place a checkmark either beside the option that says “Assign to the top level of your hierarchy” if you want the category to be in the top level of your hierarchy, or beside the name of a category already created, to make the new category a sub-category of that one. For example, in the screenshot below, “Youth” and “Matrimony” are sub-categories of Counseling.

  • Assigning hierarchy

  • Click the Save button

The final step is to assign categories to your resources. There are two ways to do this. The first option is to search for a specific resource you want to assign categories to and edit it. Follow these steps:

  • Click Resources in the left hand menu
  • Search for the resource you would like to assign categories to
  • When you receive the list of search results, click “Details” on the resource you would like to edit
  • Click the Edit button in the upper right hand corner
  • Scroll down the page to the Categorization section
  • Click the link “Assign this resource to categories. For those who also use taxonomy, please note that this link will say “Assign this resource to taxonomy” but it will be used to assign both taxonomy and categories

  • Assign category to resources

  • A pop-up box will appear that will show the categorization hierarchy you have created.
  • Click the boxes beside the categories you would like to assign the resource to. This will place a check mark in the box

  • Assign category to resources 2

  • At the top of the pop-up box, click the “save selection for this resource” button

  • Save selection button

  • You can then close the pop-up box and the resource record will update to show the categories assigned

  • resource saved with categories

  • Click “Save” or “Save and view resource” at the top of the screen

The second method to assign categories to resources is to use the “Assign resources to categories” tool. Follow these steps:

  • Click Resources in the left hand menu
  • Click Manage resources in the upper right hand corner of the screen
  • Click “Assign resources to categories” in the second column

  • Assign resources to categories

  • Use the filters at the top of the screen to create a list of resources to assign categories to

  • Assign Categories

  • Once the list of resources has been generated, click the “Assign” link next to the name of the resource. This will bring up the hierarchy of categories you have created.

  • 12

  • Click the boxes beside the categories you would like to assign the resource to. This will place a check mark in the box
  • At the top of the screen, click the “save selection for this resource” button

  • 13

  • The resource you just added categories to will disappear from the list of resources as your categorizations have been successfully saved.
  • From here, you can click Assign beside the next resource and repeat the steps above

Once categories have been created, and resources have been assigned to these categories, one can then search by these categories. Searches can be conducted either by typing a category name in the search box and clicking the Search button, or by clicking on a category name in the category hierarchy that will appear on the resource search page. For example, the search depicted below was generated by clicking Cancer Type, and then Breast in the category hierarchy to generate a list of resources that provide services related to breast cancer.

If you have any questions about using categories in iCarol, please submit a case to the iCarol Support Team.

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Carmen Lovas

iCarol is your helpline software company that is here to make your job easier as Executive Director or leader of a non-profit contact center. Whether you have a crisis, help or 211 referral line, we are here to help you help more people in your community. Read more...

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