Organisation Settings

The system uses a two-level hierarchy:

• Category: Top-level grouping (e.g., "Hand Tools", "Power Tools", "Safety Equipment", "Test Equipment"). Categories organise related types and help navigate large equipment lists.
• Type: Specific equipment classification within a category (e.g., within "Hand Tools": "Screwdrivers", "Wrenches", "Hammers"). Types define the actual equipment items tracked in inventory.

Each category can contain multiple types. Categories and types can be expanded or collapsed in the table for easier navigation. Categories without active types show a disabled expand icon.

Example structure

The page displays two radio button views:

• Active: Shows categories and types currently in use. Active items appear in equipment forms, inventory lists, and maintenance tracking.
• Deactivated: Shows items removed from active use. Deactivated items no longer appear in dropdowns but remain in the system for historical equipment records.

Switching between views updates the table immediately. Each view has its own search, expand/collapse, and pagination controls.

Search

A search box (top-left) filters categories and types by name as you type. The search applies to both category names and type names. An information icon next to the search box shows which fields are searchable.

If the search matches a category name, all types within that category display. If the search matches only specific types, only those types display (even if their parent category doesn't match). If no results match, an alert displays: "There are no [active/deactivated] tools and equipment categories or types for your search terms."

Expand and collapse controls

Two buttons (centre of the toolbar) control category visibility:

• Expand all (+): Expands all categories to show nested types
• Collapse all (-): Collapses all categories to hide nested types

In the Active view, click the Add Tool & Equipment Category button (top-right) to open the category window. The window opens with a blank form:

• Name: Enter a descriptive name for the category (e.g., "Hand Tools", "Safety Equipment"). This field is required.

Click Submit to save the new category. The system validates that the name is not empty. While submitting, the button shows a loading indicator with text "Submitting..."

Cancel closes the window without saving. New categories are added to the bottom of the Active list and assigned the next sequential number (e.g., if categories 1-5 exist, the new category becomes category 6).

In the Active table, locate the category where you want to add a type. Click the green Add Type button (plus icon with gear) in the leftmost column of the category row. This opens the type window.

The type window includes:

• Name: Enter a descriptive name for the type (e.g., "Screwdrivers", "Multimeters"). This field is required.
• Alert Users: Optional field group to configure which users or roles receive alerts when equipment of this type requires attention (e.g., calibration due, maintenance needed).

Click Submit to create the type. The new type is added to the selected category and appears nested beneath it when the category is expanded.

Cancel closes the window without saving.

The Active table displays categories and types in custom sort order. The table shows:

Category rows

Column	Meaning
Add Type	Green button with plus icon and gear. Opens the type window to add a new type to this category.
Select	Appears only when "Move Types" mode is active. Checkbox to include this category in a bulk move operation.
Move to	Appears only when "Move Types" mode is active. Shows arrow icons to move selected categories or types above/below this category, or to insert types at the top/bottom of this category.
#	Sequential category number (e.g., "1.", "2.", "3."). This number determines the order in equipment lists.
Name	Category name preceded by a folder icon. Clicking the chevron button expands or collapses the category to show/hide nested types. Clicking the name opens the edit window.
Alert Users	Shows "-" for categories (alert configuration applies only to types).
Deactivate	Red button with ban icon. Deactivates the category (disabled if the category contains active types).

Type rows (nested within categories)

When a category is expanded, its types display in nested rows with a light blue background:

Column	Meaning
Add Type	Shows "-" for type rows (types cannot contain subtypes).
Select / Move to	Same behaviour as categories when "Move Types" mode is active.
#	Hierarchical number combining category and type position (e.g., "2.3" means type 3 within category 2).
Name	Type name preceded by a smaller folder icon. Clicking the name opens the edit window.
Alert Users	Badge showing whether alerts are configured. Green badge indicates users or roles are assigned to receive alerts for this equipment type. Grey badge indicates no alert configuration.
Deactivate	Red button with ban icon. Deactivates the type (disabled if equipment items of this type are active in inventory).

Pagination: If more than 15 categories exist (including nested types), the table paginates. Use the dropdown (top-left) to show 15, 30, or 60 items per page. Navigation controls appear at the bottom of the table.

Edit a category

In the Active table, click the category name to open the edit window. The window title changes to "Edit tools and equipment category" and the current name is pre-filled. Change the name as needed and click Submit to save. Cancel discards changes.

Edit a type

In the Active table, expand the category and click the type name to open the edit window. The window title changes to "Edit tools and equipment type" and current settings are pre-filled. You can modify:

• Name: Change the type name
• Alert Users: Configure which users or roles receive alerts when equipment of this type requires attention

Click Submit to save changes. Changes apply immediately to all equipment items using this type. Cancel discards changes.

The "Move Types" feature allows bulk reordering of categories and types. This is useful when reorganising the equipment classification structure.

Start moving mode

In the Active view, click the Move Types button (top-right). The table updates to show additional columns:

• Select: Checkbox column to mark items for moving
• Move to: Column showing move destination options

The button changes to show the number of items selected (e.g., "Items being moved: 3") with a Cancel button.

Select items to move

Check the boxes next to categories or types you want to move. You can move:

• Multiple categories: Select multiple categories to move them together
• Multiple types: Select multiple types (from the same or different categories) to move them together

Important: You cannot mix categories and types in the same move operation. If you select a category, all checkboxes for types become disabled (and vice versa).

Move categories

Once categories are selected, navigate to the destination category row. In the "Move to" column, two arrow icons appear:

• Up arrow: Move selected categories above this category
• Down arrow: Move selected categories below this category

Click the appropriate arrow. The system moves all selected categories to the new position and recalculates category numbers.

Move types to a different category

Once types are selected, navigate to a destination category row. In the "Move to" column, two icons appear:

• Vertical arrow (flipped): Insert selected types at the top of this category
• Vertical arrow: Insert selected types at the bottom of this category

Click the appropriate icon. The system moves all selected types to the new category and removes them from their original categories.

Move types within the same category

To reorder types within their current category, select the types and navigate to a different type within the same category. In the "Move to" column, two arrow icons appear:

• Up arrow: Insert selected types above this type
• Down arrow: Insert selected types below this type

Click the appropriate arrow. The system reorders the types within the category.

Cancel and exit moving mode

Click the Cancel button to exit moving mode without making changes. The table returns to normal view. Any selected items are cleared.

Deactivating a category

In the Active table, click the red Deactivate button (ban icon) for the category. The system checks if the category contains active types:

• If active types exist: The button is disabled with a popover message: "Remove all active child types before deactivating this category." You must first deactivate all types within the category.
• If no active types exist: A confirmation window opens asking "Are you sure you want to deactivate [category name]?" Click Confirm to proceed or Cancel to abort.

Once confirmed, the category moves to the Deactivated view and is removed from equipment forms and inventory lists.

Deactivating a type

In the Active table, expand the category and click the red Deactivate button for the type. The system checks if active equipment items use this type:

• If active equipment items exist: The button is disabled with a popover message: "Remove all active child items before deactivating this type." You must first deactivate or reassign all equipment items of this type.
• If no active equipment items exist: A confirmation window opens asking "Are you sure you want to deactivate [type name]?" Click Confirm to proceed or Cancel to abort.

Once confirmed, the type moves to the Deactivated view and is removed from equipment forms.

Reactivating categories

Switch to the Deactivated view and locate the category. Click the green Activate button (check icon). A confirmation window opens asking "Are you sure you want to activate [category name]?"

Click Confirm. The category moves back to the Active view and is added to the bottom of the category list (use "Move Types" to reposition if needed).

Reactivating types

Switch to the Deactivated view and locate the type. The system checks if the parent category is active:

• If parent category is deactivated: The Activate button is disabled with a popover message: "Activate all parent items before activating this item." You must first reactivate the category.
• If parent category is active: Click the green Activate button. A confirmation window opens asking "Are you sure you want to activate [type name]?"

Click Confirm. The type moves back to the Active view within its parent category and is added to the bottom of that category's type list.

The Deactivated table shows categories and types removed from active use. The table is simpler than the Active table:

Column	Meaning
Name	Category or type name. Categories show a folder icon; types show a smaller folder icon and display nested beneath their parent category when expanded. Click the column header to sort alphabetically.
Alert Users	For types, shows the alert configuration badge (same as Active view). For categories, shows "-".
Activate	Green button with check icon. Restores the category or type to active use. May be disabled if parent items are deactivated.

Empty state: If no categories or types are deactivated, an alert displays: "There are no deactivated tools and equipment categories or types."

A field group is a collection of custom fields that appear together on organisation library items. Instead of adding fields one by one, you create a reusable field group that can be applied to different document types or categories.

For example, a "Quality Assurance" field group might contain:

• Approval Status (dropdown: Draft / Under Review / Approved)
• Reviewed By (user selection)
• Review Date (date field)
• Compliance Category (text field)

Similar to Tools & Equipment Types, the page displays two views:

• Active: Shows field groups currently enabled. These appear as options when configuring organisation library item types.
• Deactivated: Shows field groups that have been disabled. Deactivated groups no longer appear in configuration options but historical data using these groups is retained.

Use the radio buttons (centre of the toolbar) to switch between views.

A search box (top-left) filters field groups by name as you type. An information icon next to the search box lists all searchable fields.

If no results match, an alert displays: "There are no [active/deactivated] custom field groups for your search terms."

Click the Add new custom field group button (top-right) to open the field group window. The window includes:

• Name: Enter a descriptive name for the field group (e.g., "Document Metadata", "Approval Workflow", "Technical Specifications"). This field is required.
• Custom Fields: Section where you define the individual fields within this group. Each field requires:
  • Field Name: Internal identifier (used in database and API)
  • Field Label: Display name shown to users
  • Field Type: Data type (Text, Number, Date, Dropdown, Checkbox, etc.)
  • Required: Whether the field must be completed
  • Additional options: Depending on field type (e.g., dropdown values, default values, validation rules)

Click Submit to create the field group. The new group is added to the Active field groups table and becomes available for use in organisation library configuration.

Cancel closes the window without saving.

The Active table displays custom field groups in the order they were created. Each row shows:

Column	Meaning
Edit	Blue button with pencil icon. Opens the field group window with current settings pre-filled.
Create copy	Blue button with copy icon. Opens the field group window with a duplicate of all fields from the original group. Useful when creating similar field groups with minor variations.
Name	Field group name. Click the column header to sort alphabetically (ascending or descending).
Deactivate	Yellow button with ban icon. Deactivates the field group and moves it to the Deactivated view.

Pagination: If more than 15 field groups exist, use the items per page dropdown and navigation controls.

Click the Edit button (blue pencil icon) to open the field group window. The window title changes to "Edit custom field group" and current settings are pre-filled.

You can modify:

• Field group name
• Individual field definitions (name, label, type, required status)
• Add new fields to the group
• Remove fields from the group
• Reorder fields within the group

Important: Changes to field groups affect all organisation library items using this group. If you change a field type or remove a field, existing data may be affected:

• Changing field type may cause validation errors for existing items (e.g., Text to Number when non-numeric values exist)
• Removing a field hides it from forms but does not delete stored values

Click Submit to save changes. Cancel discards all changes.

Click the Create copy button (blue copy icon) to duplicate an existing field group. This opens the field group window with the title "Add new custom field group (copy of [original name])".

All fields from the original group are pre-filled. You can:

• Change the field group name
• Modify individual field definitions
• Add or remove fields

Click Submit to create the new field group. The original group remains unchanged. This is useful when you need similar field groups with small variations (e.g., "Aircraft Manuals" and "Maintenance Manuals" with mostly the same fields).

Deactivating a field group

In the Active table, click the yellow Deactivate button (ban icon) for the field group. The field group immediately moves to the Deactivated view and is removed from organisation library configuration options. Existing library items using this group retain their field values, but the fields become read-only.

Reactivating a field group

Switch to the Deactivated view and locate the field group. Click the green Activate button (plus icon) to restore the group to active use.

The field group moves back to the Active view and becomes available in organisation library configuration again. Existing library items using this group can now edit field values.

The Deactivated table shows field groups removed from active use. The table includes:

Column	Meaning
Name	Field group name. Click the column header to sort alphabetically (ascending or descending).
Activate	Green button with plus icon. Restores the field group to active use.

Empty state: If no field groups are deactivated, an alert displays: "There are no deactivated custom field groups."