Categories

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Introduction

Categories are used to define who owns the documents associated with the category, if a template should be used for any new documents using the category and which workflow should be used for documents in the category.

Best Practice

Document and apply naming conventions to your Categories.
Make the descriptions detailed to avoid confusion and save time when assigning Categories.

Create Category

Click the Categories menu option and click Create:

In the right-hand side of the screen complete the Category settings fields:

Name and Description: Choose an intuitive name and description
Owner: Select a Participant List (if you want a single owner, make sure you have a recipient list containing only this person). Assigning an owner is not mandatory.
Template: Select a Template to associate a particular template with the category. Assigning a template is not mandatory.
Enforce Template: Tick this option if you only want new documents in the category to be based on the template.

Note: if this option is ticked, you will not be able to upload a new revision of a document that uses this category

Workflow Design: Select the workflow you want to link to this Category and which will be used whenever you manually start a workflow for a document using this category. Assigning a workflow is not mandatory.
Re-reviews Workflow Design: If you want documents to be automatically sent out for review & approval on a scheduled basis, select the workflow you want to be used and the interval pattern. Assigning a schedule is not mandatory.
Click on Save.

Assign Category to Folder

Go to Library, right-click on the appropriate folder and select Manage Categories:

Select the Specific Category tab and choose the category to use:

Click on Save

NOTE: any documents already in the folder will not automatically inherit the category assigned to the folder.

NOTE: any new documents added to the folder after the category has been assigned will inherit the folder category.

Assign Category to Document

Go to Library, right-click on the appropriate document and select Manage Categories:

Select the Specific Category tab and choose the category to use:

Click on Save and click on the appropriate button:
- Click on Yes if you want to set the document to Draft, which means the document will need to go through the workflow before it can be published
- Click on No if you don't want to change the current status of the document