Using categories and tags can help organize your documents and make it possible for you to display dynamic lists of files. Categories and tags will save you time in the long run, but they do require some thought and planning initially. It is important to consider your strategy for organizing your files. There is not one right way to do it, but some time planning how your office will organize its files will make managing files easier.
What are Categories and Tags?
Categories and tags are ways to classify documents. Each document can only have one category and up to three secondary categories. Categories must be created before they can be specified for a document. Categories can be hierarchical; you can organize categories with Parent- Child relationships.
Tags are less structured than categories. A single file can have an unlimited number of tags and tags can be created on the fly.
Both tags and categories can be used to sort a document list. For example, you could have a document list that includes documents with a category of Meeting Minutes and a tag of Board.
Create a Category
You must create a category before you can add it to a document.
- On the left hand menu, select Collections > Documents > Categories.
- You will see a list of your current categories. Under the list, you can add a new category.
- Enter the Category Name.
- Optionally, you can select a parent category. This can be helpful for keeping files organized.
- Add a description to help explain the category if necessary.
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