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Managing categories

Add a Category

You can create categories as needed. A new category has the following default settings:

  • Map Pin Style — Blue circle
  • Evidence Retention — Until manually deleted
  • Restricted Category — Not restricted
  1. On the menu bar, click Admin and then under Agency Settings, click Fields & Retention Categories.

    The Fields & Retention Categories page appears.

  2. Click New Category.

    The New Evidence Category page appears.

  3. Under Category Name, type a Name for the new category.
  4. If you want to change the pin style, in the lists under Map Pin Style, click the color and shape that you want.
  5. Specify the retention duration for evidence in this category.
    • If you want Evidence.com to initiate deletion of evidence after a retention period, in the Keep evidence list, click a unit of time and then, in the box, type the length of the retention period.
    • If you do not want Evidence.com to initiate the deletion of evidence in this category, in the Keep evidence list, click Until manually deleted.
  6. Under Restricted Category, specify whether the category is a restricted category.
    • If you do not want to require that users must be allowed the Restricted Category Access permission in order to see evidence in this category, in the list click No Restrictions.
    • If you want to require that users must be allowed the Restricted Category Access permission in order to see evidence in this category, in the list click Restricted Category.
  7. Click Save Category.
  8. On the confirmation message box, click OK.

    The Fields & Retention Categories page lists the category you added.

Edit a Category

It is recommended that, before you edit a category, you search for all evidence that is assigned to the category and determine if, because the planned changes to the category, you should assign the evidence to a different category or an additional category.

If you change the retention period settings of a category, Evidence.com initiates deletion of any evidence assigned to the category that is older than the new retention period and which is not assigned to another category whose retention period dictates that the evidence be retained.

  1. On the menu bar, click Admin and then under Agency Settings, click Fields & Retention Categories.

    The Fields & Retention Categories page appears.

  2. For the category that you want to edit, under Options, click Edit.

    The Edit Category appears.

  3. Edit the category as needed. For detailed steps, refer to the following table.
    Task Steps
    Change the category name Under Category Name, type the new name.
    Change the pin style In the lists under Map Pin Style, click the color and shape that you want
    Set a retention period for evidence assigned to this category
    1. In the Keep evidence list, click a unit of time.
    2. In the box, type the length of the retention period.
    Ensure that evidence in this category is retained indefinitely In the Keep evidence list, click Until manually deleted.
    Restrict access to evidence assigned to the category In the list under Restricted Category, click Restricted Category.
    Remove restrictions from access to evidence assigned to the category In the list under Restricted Category, click No Restrictions.
  4. When you have finished editing the category, click Save Category.
  5. If the “Category has been updated” notification message box appears, skip to step 9.

    A warning dialog box shows the number of evidence files affected by the changes to the category.

  6. If you are not certain that the changes to the category are appropriate for all evidence currently assigned to the category, click Please review these evidence, review the category assignments of all the evidence files listed, and then repeat this procedure.
  7. If you are certain that the changes to the category are appropriate for all evidence currently assigned to the category, click OK.

    A confirmation message box displays information about acknowledging the possible effects of the changes to the category.

  8. After you read the message, click OK.
  9. On the notification message box, click OK.

    Evidence.com saves the changes you made to the category and begins enforcing the effects of the changes.

Delete a Category

It is recommended that, before you delete a category, you search for all evidence that is assigned to the category and determine if you should assign the evidence to a different category or an additional category.

You can delete any category except for the following categories:

  • Uncategorized
  • Pending Review
  1. On the menu bar, click Admin and then under Agency Settings, click Fields & Retention Categories.

    The Fields & Retention Categories page appears.

  2. For the category that you want to delete, under Options, click Delete.

    A dialog box lists the number of evidence files that are currently in the category you are deleting.

  3. In the Transfer all evidence categorized as Category to list, click the list that you want to assign to the evidence files.
  4. Click Delete Category.
  5. On the confirmation message box, click OK.

    The Fields & Retention Categories page no longer lists the category you deleted.