Keyword Glossary | Help Center

This glossary is a central reference for understanding how Caction works. It defines key terms, system keywords, and feature-related terms to ensure consistent understanding for all users. you may encounter while using the platform, helping ensure clarity and consistency for all users.

Using this guide helps users move through Caction with confidence and avoid confusion when interpreting system activity.

The Data Level

Caction uses standard keywords to define data level in system. Data level can be renamed to match your business terminology. While names may differ, their purpose and behavior remain the same.

System Keyword	Alternate Names	Definition
Customer	Facility Site Hospital Client Location	The main entity your organization works with. All data is typically linked under this level.
Project	Folder Pipeline Case Contract	A grouping of related records or activities under a customer.
Asset	Instrument Machine Lift/Elevator Equipment	An item that is tracked, maintained, or serviced.
Job	Ticket Task Activity Work Order	A unit of work or action to be performed.
Product / Service	Product Spare Part Replacement Part Item	Items sold, delivered, or used during operations.
Digital Form (DF)	Quotation Sales Order Service Sheet Delivery Order Invoice	Internal system forms used to record business processes. Each DF may have multiple categories sharing the same running number.
Public Form (PF)	Request Form Enquiry Form Feedback Form	External-facing form used for submissions by customers or public users. All categories share one running number.

Note : Alternate names are examples only. Actual labels may vary based on system configuration and business needs.

System Features & Behavior

These keywords describe how you interact with the system and how it validates your work.

1. Category

The Category keyword is used to classify or group your records based on their nature. This is the first level of organization, and it changes depending on which data level you are looking at.

Data Level	Explanation	Example
Customer	Used to distinguish types of clients.	Government / Private Hospital / Pharmacy / Clinic
Project	Groups activities by department or contract type.	Sales Project / Service Project Platinum Contract / Gold contracts.
Job	Defines the specific type of work being done.	Site Visit Maintenance Repair.
Asset	Classifies items by their specific nature or model.	Elevator Escalator Machine
Digital Form	Separates forms by their specific purpose. Each digital form can have many categories.	Quotation for Renewal Quotation for Sales Quotation for Machine A
Public Form	Separates forms by their specific purpose.	Service Enquiry Form Sales Enquiry Form

2. Status

The Status tracks the current "stage" or "progress" of a record. It tells you exactly what is happening with that item at any given moment.

Data Level	Example Statuses
Customer	Active, Inactive, Lead
Project	Ongoing, Cancelled, Deal Won
Job	In Progress, Completed, Postponed
Asset	Under Warranty, Warranty Expired, New
Digital Form	Created, Pending Review, Approved

3. Status Segmentation: The Connection

Status Segmentation is where the system becomes truly powerful. It allows you to assign a specific, unique list of statuses to a specific Category.

Instead of having one long list of statuses for every job, the system can segment it so you only see what is relevant.

Example: Job Category Segmentation

Site Visit: The statuses might be Not Started, In Progress, or Cancelled.

Repair: The statuses change to Service Scheduled, Pending Spare Part, or Postponed.

System Features & Operations

System Update: An undeletable activity trail (status changes, edits, form generation). It automatically logs the time and user for every non-manual action.
Comment: Personalised "Chatting" sections available for every Job, Project, Asset, and Form. Each record has its own private section for team interaction.

Account Type: Defines access levels (Admin, Sub Admin, Staff, Associate). It dictates exactly what a user can see and do.
Check-in / Out: Captures Time and GPS coordinates. Can only be performed via the App for office attendance or job tracking.
Assisted Check-out: Used when a user has left the location radius and cannot perform a standard check-out. Note: There is no Assisted Check-in.
To Do List: A mandatory set of items (e.g., Check-in, Meeting Minute) that must be fulfilled to move a record to its next or final status.
Change To Do List: Change to other status to do list
Attachment vs. Update Required:
- Attachment Required: A photo/video/file must be uploaded; text comments alone will not fulfill the To-Do list.
- Update Required: Written text is sufficient to fulfill the requirement; attachments are optional.
Copy Job: Duplicates data from an existing job into a new entry to save manual entry time.
Check Conflict: Checks user availability before assignment. You can still assign a user even if a conflict exists.

Assign vs View :
- The Assignee is the primary person responsible.
- Viewers monitor progress
- Note : This works the same way as the “To” and “CC” fields in an email.
Main and Sub: Found in the 'Related To' section (Partner Plan required). Defines a "Parent-Child" link.
- Main: The initial source
- Sub: The linked record

Navigation & Reporting

Quick Search: Located in the search bar; instantly find Customers, Projects, Assets, Forms, or Products without manually applying filters.
Default Filters in Schedule :
- Pending: Records with an "In Progress" status type; work is ongoing.
- Alerted: Records where you specifically were @mentioned. Your personal "Action Required" list.
- Completed: Records that have reached a final "Completed" status type.
- Overdue: An automatic system flag triggered when a record passes its set deadline.

Filter vs. Favourite Filter: Use Filter for one-time searches (e.g., date range). Use Favourite Filter to save specific filters and column settings for repeated one-click use.
Custom Table Column Display: Personalize which data columns you see. Useful for creating specific reports like "Sales KPI" or "Service Summary."
Default Column: Saves your preferred column display so it remains the same every time you return to the Business Report.
Report vs. Update Report:
- Report: Contains static details (Job/Project/Form info).
- Update Report: Includes details plus the Comment Section history (status logs, text conversations, and form creations).

Reminder: Notifications triggered based on specific conditions set during configuration.

Comment Shortcuts

Use these "Power Tags" in any comment section to trigger system actions instantly:

Mention - @Name
Sends a notification for a user to View the record.
Assign - +Name
Instantly Assigns the record/task to that person.
Change Status - #Status
Updates the Status of the job without navigating away from the chat.