Create and Customize Data Categories

Follow Along with Trail Together

Want to follow along with an expert as you work through this step? Take a look at this video, part of the Trail Together series. 

(This clip starts at the 31:42 minute mark, in case you want to rewind and watch the beginning of the step again.)

Introduction

Ada would like to organize her articles using data categories. Data categories are used to help find and classify articles, questions, or ideas. You can use data categories to control access to a particular set of articles, questions, or ideas. Create a couple of data category groups for Ursa Major Solar, and then customize access to those groups.

Create Data Category Groups

First, create a Solar Installation & Maintenance data category for articles related to installation and maintenance.

If you already completed the Set Up Community project in your playground, you can skip steps 1–6 in this section. Just ensure you have Solar Installation & Maintenance as a Category Group with four subcategories.

1. Click the Setup gear and select Service Setup.
   
2. Enter Data Category Setup in the Quick Find box and select Data Category Setup.
   
3. Fill in the information.
   

• Group Name: Solar Installation & Maintenance
• Group Unique Name: Solar_Installation_Maintenance
• Description: Information about Solar Panel system installation and maintenance

4. Click Save.
   
5. In the Categories in Solar Installation & Maintenance section empty textbox below All:
   If the empty box doesn't show, then hover to the right of All, click Actions and select Add Child Category.
   

• Enter Solar Panels and click Add.
  
• Enter Inverters and click Add.
  
• Enter Charge Controllers and click Add.
  
• Enter Batteries and click Add.
  

6. Click Save.
   

Next, create a Support Options data category group for customer support options when contacting the customer service team.

1. Under Category Groups click New.
   
2. Fill in the information.
   

• Group Name: Support Options
• Group Unique Name: Support_Options
• Description: Information about customer support options

3. Click Save.
   
4. Under Categories in Support Options section empty textbox below All:
   If the empty box doesn't show, then hover to the right of All, click Actions and select Add Child Category.
   

• Enter Product Support and click Add.
  
• Enter Billing Support and click Add.
  
• Enter Order Support and click Add.
  

5. Click Save.
   

Activate the Data Category Groups

Finally, activate the data category groups that you just created.

1. On the left-hand side under Inactive Category Groups, hover over Solar Installation & Maintenance.
   
2. Click the key icon to Activate. (You should see this data category move to Active Category Groups.)
   

3. Repeat steps 1–2 for Support Options Category Group.
   

Customize Data Category Visibility

Ada needs to have access to all of the data category groups at Ursa Major Solar. Ensure she’s able to see all data categories by adjusting her Knowledge Manager permission set.

1. Enter Default Data Category in the Quick Find box and select Default Data Category Visibility.
   
2. Next to Solar Installation & Maintenance, click Edit.
   
3. Under Category Group Visibility select All Categories.
   
4. Click Save.
   

5. Repeat steps 2–4 for Support Options.
   
6. Enter Permission Sets in the Quick Find box and select Permission Sets.
   
7. Click the Knowledge Manager Permission Set link.
   
8. Click Data Category Visibility.
   
9. Next to the Solar Installation & Maintenance Data Category, click Edit.
   
10. Under Category Group Visibility choose All Categories.
    
11. Click Save.
    
12. Repeat steps 9–11 for Support Options.
    

Now that you have everything in place for data categories, go to the next step and test the process by creating a Knowledge article and managing it through its lifecycle. 

Resources

• Salesforce Help: Data Categories
• Salesforce Help: Data Category Visibility