Articles on: Admin Settings & Configuration

Customizing document types and icons


BlueDocs allows organizations to create custom document types beyond the standard ones (SOPs, Knowledge Base, Training, and Policies). This feature enables you to organize your content in ways that match your specific business needs while maintaining the functionality of the underlying document types.


What are Custom Document Types?


Custom document types are personalized document categories that you can create for your organization. Each custom type is based on one of the four standard document types but can have its own name and appear as a separate section in your sidebar navigation.


Key Features:

  • Custom naming: Create document types with names that match your business terminology
  • Base type functionality: Inherit all features from the underlying standard document type
  • Sidebar navigation: Appear as dedicated sections in your organization's sidebar
  • Icon support: Use emojis or Lucide icons to represent your custom types
  • Folder organization: Support for folder hierarchies within each custom type
  • Permission inheritance: Follow the same permission structure as their base types


Available Base Types


When creating a custom document type, you must choose a base type that determines the functionality:


  • Standard Operating Procedure (SOPs): For process documentation and procedures
  • Knowledge Base: For informational articles and documentation
  • Training: For educational content and training materials
  • Policies: For organizational policies and compliance documents


How to Create Custom Document Types


Prerequisites

  • You must be an Admin or Manager in your organization
  • Your organization must have an active subscription


Step-by-Step Instructions


  1. Navigate to Settings
  • Click on Settings in the main navigation
  • Select the Document Types tab


  1. Create a New Document Type
  • Click the "Add Document Type" button
  • Fill out the creation form:
    • Name: Enter a descriptive name for your document type (e.g., "HR Handbooks", "Safety Procedures")
    • Base Document Type: Select which standard type to base this on
    • Active: Toggle to enable/disable the document type


  1. Save Your Changes
  • Click "Create" to add the document type
  • The new type will appear in your sidebar navigation


Managing Custom Document Types


Editing Document Types

  1. Go to Settings > Document Types
  2. Find the document type you want to edit
  3. Click the Edit (pencil) icon
  4. Update the name or active status
  5. Save your changes


Note: You cannot change the base document type after creation.


Activating/Deactivating Types

  • Use the toggle switch in the Status column to activate or deactivate document types
  • Inactive types won't appear in the sidebar but existing documents remain accessible
  • Deactivating a type doesn't delete existing documents


Deleting Document Types

  1. Click the Delete (trash) icon next to the document type
  2. Confirm the deletion in the dialog
  3. Warning: This action cannot be undone


Working with Icons


Icon Types Supported

BlueDocs supports two types of icons for visual customization:


1. Emoji Icons

  • Standard Unicode emojis
  • Automatically display across all devices
  • Examples: 📋, 🔧, 📚, âš¡


2. Lucide Icons

  • Professional icon library with 100+ options
  • Categories include:
  • Basic: Home, Star, Heart, Lightning, Target, Trophy
  • Business: Briefcase, Building, Chart, Database, Award
  • Technology: Monitor, Laptop, Cloud, Code, GitHub
  • Communication: Message, Bell, Mail, Phone
  • And many more...


How to Add Icons

Icons are primarily used in:

  • Page Builder: When creating or editing pages
  • Folder customization: For organizing content within document types


In Page Builder:

  1. Navigate to any page in edit mode
  2. Click on the icon area next to the page title
  3. Choose from two tabs:
  • Emoji: Browse and select from emoji categories
  • Icons: Search and select from Lucide icon library
  1. Use the search function to find specific icons quickly


Search and Selection:

  • Type keywords to filter available icons
  • Icons are organized by categories for easy browsing
  • Preview shows how the icon will appear


Custom Document Types in Navigation


Sidebar Appearance

  • Custom document types appear in the left sidebar below standard types
  • Each type shows:
  • Selected icon (or default based on base type)
  • Custom name
  • Folder hierarchy (if folders exist)


Folder Support

Custom document types support the same folder organization as standard types:

  • Create nested folder structures
  • Drag and drop documents between folders
  • Breadcrumb navigation within folders


Permissions and Access Control


Who Can Manage Custom Document Types

  • View: All organization members can see custom types they have access to
  • Create/Edit/Delete: Only Admins and Managers
  • Document Creation: Based on base type permissions


Document Permissions

Documents in custom types inherit permissions from their base type:

  • SOPs: Standard SOP permissions apply
  • Knowledge: Knowledge base permissions apply
  • Training: Training document permissions apply
  • Policies: Policy management permissions apply


Best Practices


Naming Conventions

  • Use clear, descriptive names that reflect your organization's terminology
  • Keep names concise to fit well in the sidebar
  • Consider using department or function-based names (e.g., "HR Documents", "Safety Protocols")


Base Type Selection

  • Choose the base type that best matches the intended use:
  • Use SOPs for step-by-step procedures
  • Use Knowledge for reference information
  • Use Training for educational content
  • Use Policies for governance documents


Organization Structure

  • Plan your folder hierarchy before creating documents
  • Use consistent naming across similar document types
  • Consider creating templates for frequently used document structures


Troubleshooting


Common Issues


Custom Document Type Not Appearing in Sidebar

  • Check if the document type is marked as "Active"
  • Verify you have proper permissions to view the content
  • Refresh your browser if recently created


Cannot Create Custom Document Type

  • Ensure you have Admin or Manager permissions
  • Check that your organization's subscription is active
  • Try refreshing the Settings page


Icons Not Displaying Correctly

  • Clear your browser cache
  • Try selecting a different icon
  • Check if you're using a supported browser


Getting Help

If you continue to experience issues:

  1. Check your user permissions with your organization admin
  2. Verify your subscription status in Settings > Billing
  3. Contact support with specific error messages or screenshots


Limitations


  • Base document type cannot be changed after creation
  • Only Admins and Managers can create and manage custom types
  • Requires active subscription to create new custom types
  • Icon selection is limited to supported emoji and Lucide icon libraries




This knowledge base article provides comprehensive guidance for BlueDocs users to understand and effectively use the custom document types and icon customization features available in the platform.

Updated on: 07/07/2025

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