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How to Configure Parts Categories

Organize your parts catalog with a category tree that matches how your team actually searches for and replenishes stock — not an abstract hierarchy that nobody uses.

Quick Summary

Go to Settings gear → Parts Categories to manage the category tree used across Parts Inventory, imports, and stock reporting.

Why Categories Matter​

Without categories, a parts catalog with hundreds of items becomes a long flat list that technicians scroll through instead of navigating. Good categories let teams:

  • find the right part faster during work order planning
  • group stock reports by meaningful operational buckets
  • spot category-level shortages (e.g., all HVAC filters running low)
  • keep imports clean by mapping incoming parts to consistent classifications

Before You Begin​

Requirements
  • You must be an Organization Admin or Owner
  • Parts Categories are accessible from Settings gear → Parts Categories

Understanding the Category Tree​

Infodeck provides a set of system categories that cover common maintenance operations. You can also create custom categories for site-specific needs.

System Categories (Default)​

These are pre-built and cannot be deleted. You can mark irrelevant branches as inactive:

Root CategoryChild Categories
ElectricalCircuit Breakers, Cables & Wiring, Light Fixtures, Switches & Sockets
PlumbingPipes & Fittings, Valves, Fixtures
HVACFilters, Belts & Bearings, Refrigerant, Thermostats
Fire SafetyExtinguishers, Detectors
General MaintenanceFasteners, Adhesives & Sealants, Tools

System vs Custom​

TypeCan DeleteCan RenameCan Add ChildrenCan Archive
SystemNoNoYesYes (inactive)
CustomYesYesYesYes

Step-by-Step Guide​

Step 1: Open Parts Categories​

  1. Click the Settings gear () at the bottom of the sidebar
  2. Under Asset Management, select Parts Categories

You will see summary cards showing total categories, root categories, custom categories, and inactive categories.

Step 2: Review Existing Categories​

Browse the category list to understand what is already available:

ColumnDescription
CategoryCategory name
ParentParent category (blank for root categories)
ScopeSystem or Custom
StatusActive or Inactive
UpdatedLast modification date

Use the search bar to find categories by name, code, or parent. Filter by Status (All, Active, Inactive) to focus on what you need.

Step 3: Add a Custom Category​

  1. Click Add Category
  2. Enter a Category name (e.g., "Filters & Airside")
  3. Choose a Parent category or leave blank to create a root category
  4. Set status to Active
  5. Save

Infodeck assigns a category code automatically when you save.

Keep the Tree Practical

Start with broad root categories. Add child categories only when your team truly searches and reports parts that way. A tree with 3 levels is usually enough. Deeper nesting makes the catalog harder to navigate, not easier.

Step 4: Add Child Categories​

To create sub-categories under an existing category:

  1. Select the parent category from the list
  2. Click Add Child Category in the detail panel
  3. Enter the child category name
  4. Save

Step 5: Archive Unused Categories​

If a system or custom category does not apply to your operations:

  1. Select the category
  2. Click Archive Category
  3. Confirm the archive

Archived categories:

  • stop appearing in dropdown menus for new parts
  • keep their historical data intact for reporting
  • can be restored at any time by clicking Restore Category

Real-World Example​

Facility with Specialized Equipment​

Situation: Your facility manages building automation systems (BAS) that require parts not covered by the default categories — controllers, sensors, actuators, and communication modules.

Solution:

  1. Go to Settings gear → Parts Categories
  2. Click Add Category and create a root category: Building Automation
  3. Add child categories: Controllers, Sensors, Actuators, Communication Modules
  4. Archive any system categories your facility does not use (e.g., Fire Safety if managed by a separate contractor)

Result: Technicians find BAS parts quickly under a dedicated category instead of lumping them into "General Maintenance." Stock reports show BAS inventory health as its own bucket.

Need help? Contact Infodeck Support

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