Configuring Categories and Types
This guide contains:
- Overview of Document Categories and Types
- Best practices for designing Categories and Types
- How to create Categories and Types
- How to add permissions/ Uniformat/Classification codes to Categories and Types
- How to edit Categories and Types
Overview of Document Categories and Types
In order to use the Docs application, we must first create Document Categories and Types. These designations will
allow us to assign documents and find the information we need quickly and efficiently.
Document Categories – these help us identify a group of documents, think of a category as a “folder”.
Document Types – these are more specific identifiers, think of them as “subfolders”.
For example:
Fruit – Document Category
- Apples – Document Type
- Oranges – Document Type
- Grapes - Document Type
Important steps prior to creating document categories and types:
- Make a detailed list of all the Categories/Types you think your organization needs.
- Include other stake holders in this effort (people from each discipline in your organization)
- Be detailed but simple – just because you have a document does NOT make it necessary
- Don’t overthink it, start with a list of all the documents you currently use
- Should every document be loaded into the system?
- Ask these questions
- Does anyone actually use this document?
- Why is this document used?
- Is this document redundant?
- Is this information already in the system?
- Ask these questions
- Should every document be loaded into the system?
- Don’t overthink it, start with a list of all the documents you currently use
Use this exercise as an opportunity to correct processes that don’t work
