Lesson #9: Categorizing Content

In an earlier lesson, we saw how tags can help you organize your content but there are many cases when the rest of the organization needs a standard set of information, not whatever tags you invent. For example, every invoice needs a customer ID and a Date Received. Every document added to a digital library needs an Author, Title, and Publication Date. Every medical record needs to identify both the patient and physician involved.

In these scenarios, tagging does not enforce the structure needed. Categorization needs to be more than just a set of words; instead, it needs to be a standard set of information that applies to any document that fits a specific profile. In these cases, you want to use document classes instead of tags to organize content.

 

Task #9a: Categorizing a Document

We will take the document we just reviewed and approved and add a document class.

  1. In Document Manager, navigate to and open the Reviewed sub-folder in the Project Phoenix folder.

  2. Right-click on the document and select Manage – Class Properties.

  3. Click Classify.

  4. Select Basic document from the list of available document classes and click Next.
    In the next page, you will assign values to the custom properties of this document class. A different set of properties applies to each document class.

  5. For Title, enter “Project Plan for Project Phoenix”.

  6. For Description, enter “Includes project introduction, goals and objectives, scope, assumptions, constraints, project management approach, appendices, and approvals”.

  7. For Creator(s), enter your name. Type your name in the box to the right, then click the left arrow to add it to the list of Creators.

  8. For State, select 3 – Final.

  9. Click Finish.
    You have identified this document.

  10. Return to Document Manager by clicking on Exit

 

Task #9b: Add Document Class Properties to Your Web View

Document class properties can be added to your Web View for quick reference of attributes.

  1. In Document Manager, navigate to and open the Reviewed sub-folder in the Project Phoenix folder.

  2. Click the View button then select Add/Remove columns.

  3. Select Basic Document from the dropdown list of properties and classes.
    Basic Document properties are now displayed as available columns which can be selected for View configuration.

  4. Click on Title and use the right arrow to add it to the selected columns. Do the same for Creator(s) and State.

  5. Click OK. The document class prosperities have been added to the Web View. You can now resize the columns and/or reorder the columns for easier reading.

 

Task #9c: Searching by Category

Among other search options you can look for documents based on the custom properties applied to them. In this lesson we will search for documents that are classified as Final.

  1. Navigate to the account folder.

  2. Expand the search options.

  3. Click the Add More Search Criteria button.

  4. For the Choose from standard properties or a document class: option, select Basic document.

  5. From the Select Property drop-down list, select State and click Add.
    You have added this criterion to the search.

  6. For the State criterion, select 3 - Final.

  7. Click Search.
    You have now found every document that meets this criterion objective, including the project document to which you just applied the Basic Document class.

  8. Return to your user folder by clicking on Home in the upper left corner.

 

What's next

In the final lesson, we will see how to manage documents from your desktop.