Making content searchable and categorized
Efficient access to information is one of the core goals of BlueDocs. With powerful built-in search, categorization, and content organization tools, teams can locate SOPs, policies, training materials, and internal knowledge faster than ever. This guide will walk you through how to structure your content for discoverability—ensuring your documents are easy to find, use, and manage.
The search and categorization system in BlueDocs is designed to surface relevant content instantly. By combining full-text search, structured categories, and intuitive folder hierarchies, users can locate documents through multiple paths. The key to maximizing this system lies in properly labeling and organizing content as it’s created.
BlueDocs' search functionality spans the entire content library and offers real-time results. Here's what is indexed:
Document titles – The most heavily weighted factor in search results.
Document content – Full-text indexing allows users to search within the body of each document.
Categories – Assigned categories are indexed for filtering and relevance.
Folders – Folder locations help contextualize and browse collections of content.
Search is available across all document types: SOPs, Knowledge Base Articles, Policies, Training documents, and any custom document types created by your admin.
Categories group documents by topic, department, audience, or function. They provide a flat but powerful way to filter and search documents within each type.
To create a new category:
Go to any document section (e.g., SOPs, Policies, Knowledge Base).
Open the Category dropdown from the top of the page.
Select Create New Category.
Enter a descriptive, relevant name.
Save the category—it will now be available for tagging documents of that type.
Be Descriptive: Use full, readable names like “IT Security” or “New Employee Training.”
Avoid Generalities: Don’t use vague labels like “Misc” or “Other.”
Maintain Consistency: Use the same terminology across document types (e.g., “Human Resources” vs. “HR”).
Limit Scope: Aim for 5–15 documents per category to prevent bloat.
Knowledge Base:
Troubleshooting Guides
Product FAQs
Best Practices
SOPs:
Quality Control
Operations
Customer Support
Policies:
Compliance
HR Policies
Financial Governance
Training:
New Hire Onboarding
Safety Certification
Leadership Development
Folders provide a hierarchical way to group documents under broader themes. Unlike categories, folders can be nested—helpful for mirroring organizational structure or project phases.
Use the folder system to structure content by department or workflow:
Keep folder names short and readable (e.g., “Client Onboarding”).
Avoid special characters or cryptic codes.
Stick to title case for professional appearance.
Use drag-and-drop to move content between folders.
Titles are the single most important factor for search. Make them:
Specific: Use detailed titles like “IT Equipment Checkout Process” instead of “Checkout.”
Keyword-Rich: Include common search terms, department names, or actions.
Natural Language: Use phrasing that users are likely to search for—“How to Request Time Off” is better than “Leave Policy.”
To improve visibility in search:
Use clear headings and subheadings to define sections.
Format content with bullet points or numbered lists.
Include keywords and synonyms naturally in your content.
Mention roles, departments, or product names where relevant.
Add context and examples to improve semantic relevance.
BlueDocs supports multi-faceted filtering that allows users to:
Search by keyword from the main search bar.
Filter by category or folder.
Narrow by document status (Draft, Published, Archived).
Combine multiple filters to isolate exact documents.
Encourage users to combine search and filtering for best results, especially in larger libraries.
As your documentation grows, ongoing maintenance becomes critical.
Monthly Reviews: Check for unused or duplicate categories. Consolidate when needed.
Update Terminology: Align category names with internal language or org structure changes.
Archive Old Documents: Retire outdated content to reduce search clutter.
Use built-in analytics to:
Monitor which categories are used most
Identify which searches return few or no results
Find gaps in documentation based on common search terms
Teach users to:
Use the search bar effectively
Browse by folder and category
Filter by status and type
Create and share documentation guidelines:
Naming conventions for titles and folders
Rules for when to use categories vs. folders
Style guide for content formatting
If content isn’t appearing in search, check:
Status: Only “Published” documents are visible in search.
Permissions: Users must have access to see documents.
Categorization: Ensure the document has a category assigned.
Folder Placement: Check that documents aren’t misplaced or archived.
If search results seem poor:
Add more descriptive text to the title and body.
Revisit keywords and headings.
Update document content with missing terminology.
Choose clear, keyword-rich titles
Use consistent formatting and section headers
Tag every document with a relevant category
Place documents in the appropriate folder
Include detailed explanations and context
Review and prune categories regularly
Standardize naming conventions
Provide onboarding and refresher training
Use analytics to monitor trends and gaps
Use precise terms when searching
Apply filters for refined results
Browse folders if you know where to look
Bookmark frequently used documents
Provide feedback on search performance
By following a thoughtful structure and organization strategy, your BlueDocs workspace can evolve into a powerful, searchable knowledge hub. The more consistent and descriptive your content is, the more useful your documentation becomes for everyone in your organization.
If you need help setting up categories, restructuring folders, or improving your search experience, contact your administrator or check out the in-app help center for detailed tutorials and examples.
📚 Overview
The search and categorization system in BlueDocs is designed to surface relevant content instantly. By combining full-text search, structured categories, and intuitive folder hierarchies, users can locate documents through multiple paths. The key to maximizing this system lies in properly labeling and organizing content as it’s created.
🔍 Understanding How Search Works
BlueDocs' search functionality spans the entire content library and offers real-time results. Here's what is indexed:
Document titles – The most heavily weighted factor in search results.
Document content – Full-text indexing allows users to search within the body of each document.
Categories – Assigned categories are indexed for filtering and relevance.
Folders – Folder locations help contextualize and browse collections of content.
Search is available across all document types: SOPs, Knowledge Base Articles, Policies, Training documents, and any custom document types created by your admin.
🏷 Setting Up and Using Categories
What Are Categories?
Categories group documents by topic, department, audience, or function. They provide a flat but powerful way to filter and search documents within each type.
Creating Categories
To create a new category:
Go to any document section (e.g., SOPs, Policies, Knowledge Base).
Open the Category dropdown from the top of the page.
Select Create New Category.
Enter a descriptive, relevant name.
Save the category—it will now be available for tagging documents of that type.
Best Practices for Categories
Be Descriptive: Use full, readable names like “IT Security” or “New Employee Training.”
Avoid Generalities: Don’t use vague labels like “Misc” or “Other.”
Maintain Consistency: Use the same terminology across document types (e.g., “Human Resources” vs. “HR”).
Limit Scope: Aim for 5–15 documents per category to prevent bloat.
Examples of Effective Categories
Knowledge Base:
Troubleshooting Guides
Product FAQs
Best Practices
SOPs:
Quality Control
Operations
Customer Support
Policies:
Compliance
HR Policies
Financial Governance
Training:
New Hire Onboarding
Safety Certification
Leadership Development
🗂 Organizing with Folders
Folders provide a hierarchical way to group documents under broader themes. Unlike categories, folders can be nested—helpful for mirroring organizational structure or project phases.
Creating a Folder Hierarchy
Use the folder system to structure content by department or workflow:
Marketing/
├── Campaign SOPs/
│ ├── Email Outreach
│ └── Social Media Posting
├── Training/
│ └── Brand Guidelines
└── Templates/
└── Press ReleasesFolder Tips
Keep folder names short and readable (e.g., “Client Onboarding”).
Avoid special characters or cryptic codes.
Stick to title case for professional appearance.
Use drag-and-drop to move content between folders.
📝 Optimizing Your Content for Search
Writing Searchable Titles
Titles are the single most important factor for search. Make them:
Specific: Use detailed titles like “IT Equipment Checkout Process” instead of “Checkout.”
Keyword-Rich: Include common search terms, department names, or actions.
Natural Language: Use phrasing that users are likely to search for—“How to Request Time Off” is better than “Leave Policy.”
Writing Search-Friendly Content
To improve visibility in search:
Use clear headings and subheadings to define sections.
Format content with bullet points or numbered lists.
Include keywords and synonyms naturally in your content.
Mention roles, departments, or product names where relevant.
Add context and examples to improve semantic relevance.
🧰 Advanced Search and Filtering
BlueDocs supports multi-faceted filtering that allows users to:
Search by keyword from the main search bar.
Filter by category or folder.
Narrow by document status (Draft, Published, Archived).
Combine multiple filters to isolate exact documents.
Encourage users to combine search and filtering for best results, especially in larger libraries.
📊 Organizing at Scale: Maintenance and Governance
As your documentation grows, ongoing maintenance becomes critical.
Regular Maintenance
Monthly Reviews: Check for unused or duplicate categories. Consolidate when needed.
Update Terminology: Align category names with internal language or org structure changes.
Archive Old Documents: Retire outdated content to reduce search clutter.
Analytics and Insights
Use built-in analytics to:
Monitor which categories are used most
Identify which searches return few or no results
Find gaps in documentation based on common search terms
👥 Training Your Team
Onboarding New Users
Teach users to:
Use the search bar effectively
Browse by folder and category
Filter by status and type
Setting Standards
Create and share documentation guidelines:
Naming conventions for titles and folders
Rules for when to use categories vs. folders
Style guide for content formatting
🛠 Troubleshooting Search Issues
If content isn’t appearing in search, check:
Status: Only “Published” documents are visible in search.
Permissions: Users must have access to see documents.
Categorization: Ensure the document has a category assigned.
Folder Placement: Check that documents aren’t misplaced or archived.
If search results seem poor:
Add more descriptive text to the title and body.
Revisit keywords and headings.
Update document content with missing terminology.
✅ Summary: Best Practices by Role
For Authors
Choose clear, keyword-rich titles
Use consistent formatting and section headers
Tag every document with a relevant category
Place documents in the appropriate folder
Include detailed explanations and context
For Admins
Review and prune categories regularly
Standardize naming conventions
Provide onboarding and refresher training
Use analytics to monitor trends and gaps
For All Users
Use precise terms when searching
Apply filters for refined results
Browse folders if you know where to look
Bookmark frequently used documents
Provide feedback on search performance
🧠 Final Thought
By following a thoughtful structure and organization strategy, your BlueDocs workspace can evolve into a powerful, searchable knowledge hub. The more consistent and descriptive your content is, the more useful your documentation becomes for everyone in your organization.
If you need help setting up categories, restructuring folders, or improving your search experience, contact your administrator or check out the in-app help center for detailed tutorials and examples.
Updated on: 02/06/2025
Thank you!