Functional Categories and SubCategories

Functional categories and subCategories are used to classify a space or subSpace according to the activities that occur there, for example, Clinical Trials, or Administration. The values you define populate the Functional Category and Functional SubCategory drop-down menus on the Categorization pane of the he View Space, Edit Space, View SubSpace, Edit SubSpace, and Find Location pages.

Both functional categories and subCategories as well as space categories and subCategories can be assigned to a space. The main difference between the two is that the space category defines the designed purpose of the space while the functional category defines the activities that occur in the space. For example, at a university, a laboratory space that is used for researching alternative cancer therapies might have the following classifications:

  • Space Category = Laboratory
  • Space SubCategory = Research/Non-Classroom
  • Functional Category = Clinical Trials/Drug Studies
  • Functional SubCategory = Oncology

To open the Functional Categories and SubCategories page:

  1. Open the Administration Menu page.

  2. Under the SPACE ADMIN heading, click Functional Categories.

ClosedCreate a Functional Category

A functional category defines the top-level classification of a space's function. To create a functional category:

  1. Click the Add Category link.

    The Add Category dialog box opens, allowing you to define the new value.

  2. In the Name field, enter the category name.

    The category name must be unique.

  3. In the Tab Order field, enter a numeric value.

    The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

  4. In the Active field, select Yes to make this category active.

    Inactive values remain in the system, but are not displayed to users.

  5. In the Number field, enter a category number.

    The category number provides an additional classification for the category. It is not required and does not need to be unique.

  6. In the Requires Allocated Individual field, select a value.

    Setting this value to Yes requires a user to assign an allocated individual to spaces of this category. Allocated individuals can be assigned on the Categorization pane of the Edit Space page or on the Complex Allocation page.

  7. In the Requires Account field, select a value.

    Setting this value to Yes requires the user to associate one or more NPFA (Non-Profit Fund Accounting) accounts to spaces of this category on the Accounts pane of the Edit Space page.

  8. In the Description field, enter a description of the category.

    This field can be used to provide more information about the category. This value can be up to 1000 characters long. As you type, the character count updates indicating the number of additional characters that can be entered.

  9. Click ADD.

    The category is added to the system. The category parameters are displayed, including the name of the user who added the category and the date and time it was added.

ClosedEdit a Functional Category

Categories can be modified. For example, if you want to change the category's aggregate reportable space classifications, you can edit it and select different check boxes. To edit a category:

  1. In the Space category field, select the category you want to edit.

  2. Click the Edit Category link.

  3. Modify any of the following values:

    • Name – the value that users see
    • Tab Order – the position in which the category will be displayed in drop-down menus
    • Active – Yes indicates that the category is active (displayed to the user)
    • Number – the numeric value associated with the category
    • Requires Allocated Individual – a flag indicating whether spaces of this category must have an allocated individual assigned if a complex allocation is created
    • Requires Account – a flag indicating whether spaces of this category must have one or more NPFA accounts assigned
    • Description – information about the category

  4. Click UPDATE.

    The modified functional category parameters, including the name of the user who edited them and the date and time when they were edited, are displayed.

ClosedDelete a Functional Category

Categories that have not been used can be deleted from the system. You can delete a category if it has not been assigned to any spaces or subSpaces and it does not have any subCategories associated with it. If an unused category has subCategories beneath it, you must first delete the subCategories before you can delete the category.

If a category has been used but is no longer needed, you can edit it and make it inactive to prevent it from being displayed to users.

To delete a category:

  1. In the Space category field, select the category you want to delete.

  2. Click the Edit Category link.

  3. Click the Delete link in the upper right corner of the dialog box.

    A dialog box opens asking you to confirm your choice.

  4. Click OK.

ClosedCreate a Functional SubCategory

A functional subCategory defines a second-level classification of a space below a category. To create a functional subCategory:

  1. In the Functional Category field, select the category you want to add the subCategory to.

    The detail fields for the category and a list of all the defined subCategories appear

  2. Click the Add subCategory link.

    The Add subCategory dialog box opens.

  3. In the Name field, enter the subCategory name.

  4. In the Tab Order field, enter a numeric value.

    The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

  5. In the Active field, select Yes to make this subCategory active.

    Inactive values remain in the system, but are not displayed to users.

  6. In the Number field, enter a subCategory number.

    The subCategory number provides an additional classification for the subCategory. It is not required and does not need to be unique.

  7. In the Description field, enter a description of the subCategory.

    This field can be used to provide more information about the subCategory. This value can be up to 1000 characters long. As you type, the character count updates indicating the number of additional characters that can be entered.

  8. Click ADD.

    The subCategory is added to the system. The name of the user who added the subCategory and the date and time it was added are displayed.

ClosedEdit a Functional SubCategory

SubCategories can be modified. For example, if you want to change the change the value that users see, you can modify the subCategory name. To edit a subCategory:

  1. In the Functional Category field, select the category containing the subCategory you want to edit.

  2. Click the Edit link next to the subCategory you want to edit.

  3. Modify any of the following values:

    • Name – the value that users see
    • Tab Order – the position in which the category will be displayed in drop-down menus
    • Active – Yes indicates that the subCategory is active (displayed to the user)
    • Number – the numeric value associated with the subCategory
    • Description – information about the subCategory

  4. Click UPDATE.

    The modified functional subCategory parameters, including the name of the user who edited them and the date and time when they were edited, are displayed.

ClosedDelete a Functional SubCategory

SubCategories that have not been used can be deleted from the system. If you want to delete an unused category, you must first delete the subCategories below it.

If a subCategory has been used but is no longer needed, you can edit it and make it inactive to prevent it from being displayed to users.

To delete a subCategory:

  1. In the Functional Category field, select the category containing the subCategory you want to delete.

  2. Click the Edit link next to the subCategory you want to delete.

  3. Click the Delete link in the upper right corner of the dialog box.

    A dialog box opens asking you to confirm your choice.

  4. Click OK.

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