Before you start
Define a filing approach that helps people find real files. A category organises documents but does not change who can see them.
Create and maintain document categories
- Open Document categories.
- Select Add new category.
- Enter a short, recognisable name.
- Add a description explaining when to use it.
- Choose a colour and icon.
- Save and check that it appears in the document selector.
A document can belong to several categories. Avoid similar categories that fragment searches.
To retire a category, first find its documents and assign a replacement where appropriate. Talento does not allow deletion while documents are associated with it.
Warning
Changing a category does not change visibility. Check file access separately.
Outcome
The category will appear in the Documents form and filters. People can apply it without changing access to the file.
Common issues
- The category cannot be deleted: documents are still associated with it.
- People use different categories for the same purpose: standardise names and descriptions, then retire duplicates.
- Someone can see a file unexpectedly: review its visibility; the category does not grant access.