Organizing documents into categories

Categories are used to organize and locate documents.

Document categories are used to group documents in a library. Grouping documents makes them easier to manage and locate, especially in a large library. Categories are hierarchical, with parent-child relationships between categories, similar to folders and sub-folders. Unlike documents in folders, a single document can be assigned to more than one category.

To create a new category, you must be an Administrator. If you are not an Administrator, you can assign a document to one or more categories, but you can not create a new category, or modify existing categories. Categories are created in the content repository, so they can be shared across multiple libraries on a server.

To create a new category:

  1. Click Manage Library > Manage Library Elements > Categories.
  2. Click the name of the parent category under which the new category will be created. To create a new top level category, click All Categories.
  3. Click Create Category.
  4. Enter a name for the new category.
  5. Click Create.
  6. The new category appears in the category tree.
  7. Click the name of the library in the title to return to the main library page.
To categorize a new document, select the category in the Categories property when uploading to the library. To add or remove a category from an existing document, click the down arrow beside the document name, select Edit Properties, and change the Categories property.