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.
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.