Creating and editing document categories

Document categories in BlueDocs help you organize your documents by grouping them into logical classifications. Categories are specific to each document type (SOPs, Knowledge Base, Training, Policies, and Custom Document Types) and are shared across your entire organization.

What are Document Categories?

Categories are organizational labels that help you:

• Group related documents together
• Filter and search documents more effectively
• Maintain a structured document library
• Improve navigation and document discovery

Each category is specific to a document type, so you can have different categories for SOPs, Knowledge Base articles, Training materials, and Policies.

Where to Manage Categories

Option 1: Through Settings (Admin/Manager Access)

1. Navigate to Settings from the main menu
2. Click on the Categories tab
3. Select the document type you want to manage (SOPs, Knowledge Base, Training, Policies, or Custom Types)
4. View, create, edit, or delete categories for that document type

Option 2: While Creating/Editing Documents

When creating or editing a document, you can create new categories on-the-fly:

1. In the document creation/editing form, find the Category field
2. Click the + (plus) button next to the category dropdown
3. Enter a new category name and click Create Category

Creating New Categories

Through Settings Page:

1. Go to Settings > Categories
2. Select the appropriate document type tab
3. Click Add Category
4. Enter the category name
5. Click Create Category

While Creating Documents:

1. Open the document creation form
2. In the Category section, click the + button
3. Enter the category name in the dialog
4. Click Create Category
5. The new category will be automatically selected for your document

Editing Categories

Note: Only users with Admin or Manager permissions can edit categories.

1. Go to Settings > Categories
2. Select the document type containing the category you want to edit
3. Find the category in the list
4. Click the Edit button (pencil icon)
5. Update the category name
6. Click Update Category

Deleting Categories

Warning: Deleting a category is permanent and cannot be undone.

Note: Only users with Admin or Manager permissions can delete categories.

1. Go to Settings > Categories
2. Select the document type containing the category you want to delete
3. Find the category in the list
4. Click the Delete button (trash icon)
5. Confirm the deletion in the dialog box
6. Click Delete

Using Categories

When Creating Documents:

1. In the document creation form, find the Category field
2. Select from existing categories in the dropdown
3. If no suitable category exists, create a new one using the + button

For Filtering and Organization:

• Categories appear as badges on document cards
• Use category filters in document lists to find specific types of content
• Categories help in search and navigation throughout the system

Permission Requirements

Important Notes

• Organization-specific: Categories are unique to your organization and not shared with other organizations
• Document type specific: Each document type (SOPs, Knowledge Base, Training, Policies) has its own set of categories
• Case sensitive: Category names are case-sensitive
• Required field: When creating documents, selecting a category is typically required
• Custom document types: Custom document types can have their own categories or inherit from their base type

Troubleshooting

"No categories found" message:

• This appears when no categories exist for the selected document type
• Create your first category using the Add Category button

Cannot see category management options:

• Check that you have Admin or Manager permissions
• Category management is only available to authorized users

Category not appearing in dropdown:

• Ensure you're looking at the correct document type
• Categories are specific to each document type
• Refresh the page if you just created a category

Cannot delete a category:

• Categories cannot be deleted if they're currently in use by existing documents
• You may need to reassign documents to different categories first

Best Practices

1. Use clear, descriptive names: Choose category names that clearly indicate the content type
2. Keep it organized: Don't create too many categories - aim for logical groupings
3. Consistent naming: Use consistent naming conventions across document types
4. Plan ahead: Consider your organization's structure when creating categories
5. Regular maintenance: Periodically review and clean up unused categories

For additional help with document categories, contact your system administrator or BlueDocs support team.

Updated on: 07/07/2025