Under Documents » Navigate, you create the structure where your documents will be published.
Note: To manage main categories and subcategories, the user must have the appropriate permissions assigned to their profile.
Create a Main Category
Start by adding a main category. Main categories can represent your site’s Companies or Units. Only users with the “Manage: All Categories” profile setting can administer main categories.
The example image displays a structure with four main categories, three of which have subcategories. Arrows (>) to the left of these categories indicate which main categories can be expanded to show associated subcategories.
Create a Subcategory
To add a subcategory, hover your cursor over the desired category. When the plus icon (+) appears, click it to create the subcategory. Subcategories can be managed by users with either the “Manage: All Categories” or “Assigned Categories” profile setting.
Subcategories may represent, for example, various departments or business processes within the main category. The example image shows that Företaget AB has four subcategories, with HSE containing two additional subcategories (Environment and SAM).
Category Abbreviation and Icon
When creating or editing a category, you have the option to change the category’s icon and color, as well as assign an abbreviation. This abbreviation can then be included in document names when they are published.
Move a Subcategory
To move a subcategory to a different category, click the pencil icon to edit the subcategory. Then select the new parent category using the Placed under option.
Important: When moving a category, keep in mind that its settings may change. The category will automatically inherit settings from its new parent category. As a result, documents within the moved category may become visible to additional users depending on the new permission settings.
Sorting Categories
By default, categories are sorted alphabetically, but you can easily choose a custom order. Activate the Own sort order setting under Document » Settings » Advanced Settings. You can then arrange your categories as you prefer using drag and drop. Note that this only changes the display order—if you want to move a category to a different category, edit the category and select its new category under the Placed under option.
Only Documents Relevant to Me
This feature is enabled by the individual user, meaning that when the function is activated, only documents specifically relevant to the user’s work will be displayed.
In the example, Kim, as an administrator, has access to all documents. However, with the feature enabled, only the locations in the category tree where the documents relevant to Kim are published will be displayed.