Purpose
The Categories module allows administrators to create and manage custom dropdown lists that appear throughout TRUE, enabling you to standardize data entry and tailor the system to your company's terminology. Categories provide customizable dropdown options for fields across modules—such as Lead Sources, Quote Types, Task Priorities, or Equipment Conditions—ensuring consistent categorization and making reporting more meaningful.
Accessing Categories
The Categories module is accessed through the Gear Icon (Settings) in the upper right corner of TRUE. Click the gear icon and select Categories from the dropdown menu.
Categories List View
| Search | Enter text to search for a particular module category by module name or category name |
| MODULE | Displays the module name where this category is used (e.g., Leads, Tasks, Equipment) |
| CATEGORY | Shows the category name within the module (e.g., Lead Source, Task Priority, Equipment Condition) |
| + Icon | Adds a new category option to the selected category's dropdown list |
Selected Category View
When you select a category from the list view, you'll see all the dropdown options configured for that category. Each option appears in its own editable field where you can modify the name.
| Name | Editable field for the category option name. This text appears in the dropdown menu when users access this field in the associated module |
| + Icon | Adds a new category option to this dropdown list |
| 🗑️ Icon | Deletes the category option. This action is irreversible and removes the option from the dropdown menu |
Frequently Asked Questions
Common questions about creating, managing, and using custom category dropdowns throughout TRUE.
Category Setup & Management
Follow these steps to add new options to any category dropdown list:
- Click the Gear Icon in the upper right corner and select Categories
- Search for or locate the desired module category in the list (e.g., "Leads - Lead Source" or "Tasks - Priority")
- Click the category record to open the detailed view
- Click the + Icon to add a new option field
- Enter the option name in the Name field
- The new option immediately becomes available in the dropdown menu for that field across the module
Note: Changes to category options take effect immediately. Users will see the new option in dropdown menus without needing to refresh their browser.
Yes, you can control the display order of category options by numbering them. TRUE sorts category options alphanumerically, so adding numbers to the beginning of each option name controls their order.
Steps to Reorder Category Options:
- Navigate to Categories via the Gear Icon
- Select the category you want to reorder
- Edit each option's Name field to include a number prefix (e.g., "1. High Priority", "2. Medium Priority", "3. Low Priority")
- The dropdown menu will display options in the numbered order you specified
Tip: Use a consistent numbering format across all your categories for a professional appearance. You can also use letters (A, B, C) or Roman numerals (I, II, III) if preferred.
When you delete a category option, existing records that use that option retain the value, but the option is removed from the dropdown menu for future selections.
Impact of Deleting Category Options:
- Historical Data: Records created before deletion still display the removed option value
- Future Selections: The deleted option no longer appears in dropdown menus when creating or editing records
- Reporting: Historical data with the deleted option still appears in reports and filters
- Irreversible Action: Deletion cannot be undone - you must manually recreate the option if needed
Warning: Deleting a category option is permanent and cannot be undone. Consider whether this option might be needed in the future before removing it.
Using Categories
Custom categories help you standardize data entry and tailor TRUE to your company's specific workflows and terminology. Here are the most common category customizations:
Lead Management:
- Lead Source: Website, Referral, Trade Show, Cold Call, Social Media
- Lead Type: Residential, Commercial, Industrial, Government
- Lead Status: New, Contacted, Qualified, Proposal Sent, Won, Lost
Project Management:
- Task Priority: Urgent, High, Normal, Low
- Task Status: Not Started, In Progress, On Hold, Completed
- Project Type: New Construction, Remodel, Repair, Maintenance
Equipment & Assets:
- Equipment Condition: Excellent, Good, Fair, Poor, Out of Service
- Vehicle Type: Truck, Van, Trailer, Forklift, Excavator
- Tool Status: Available, In Use, Maintenance Required, Retired
Financial & Procurement:
- Quote Type: Bid, Estimate, Change Order, Time & Materials
- Payment Terms: Net 30, Net 60, Due on Receipt, 50% Deposit
- Expense Category: Materials, Labor, Equipment, Subcontractor, Overhead
The Categories module shows all available customizable fields across TRUE. Browse the list to discover which modules have customizable dropdown fields.
- Click the Gear Icon and select Categories
- Review the complete list of categories organized by module
- Use the Search function to filter by specific module names
- Click a category to see its current dropdown options and customize them as needed
Note: Not all fields in TRUE are customizable via Categories. Only predefined dropdown fields that TRUE has configured for customization appear in the Categories module. Standard fields like Contact Name, Address, or Date fields cannot be converted to dropdown categories.
Currently, category options must be added manually through the Categories module interface. There is no bulk import function for category dropdown options.
Manual Entry Process:
- Each category option requires clicking the + Icon and entering the name individually
- You can quickly add multiple options by clicking + Icon repeatedly and filling in each field
- Changes take effect immediately, so you can test dropdown options as you create them
Tip: If you have extensive category lists to configure, prepare them in a document first so you can quickly copy and paste option names into the Name fields, reducing manual typing.
Configuration & Administration
The Categories module is accessed through the Settings menu in TRUE.
- Click the Gear Icon in the upper right corner of TRUE
- Select Categories from the dropdown menu
- The Categories list view displays all available module categories for customization
Note: Access to the Categories module requires the "Categories" module access permission (Permission ID #6). If you don't see Categories in the Settings menu, contact your TRUE administrator to request access.
Not all modules have customizable category fields. The Categories module only displays fields that TRUE has configured to accept custom dropdown options.
Category Availability:
- Modules with Categories: Browse the Categories module to see the complete list of modules and fields that support custom dropdowns
- Standard Fields: Core system fields like dates, numbers, addresses, and contact information cannot be converted to categories
- Pre-configured Only: Only fields that TRUE has specifically configured for customization appear in the Categories module
- Request New Categories: If your workflow requires a custom dropdown field that doesn't currently exist, contact TRUE support to discuss customization options