Category Overview 

A Category is a powerful tool for dynamically searching, managing and grouping documents and knowledge across one or many NetDocuments Repositories. Unlike folders, wherein documents are filed manually, Categories provide a flexible way to locate documents on a specific topic, even if the user doesn't have a specific document in mind. Categories are ideal for large organizations with a higher volume of documents existing across Cabinets and Repositories.

Categories are most powerful where documents have a custom profile, such as Client, Matter or Office. Documents that have been profiled can be easily categorized and dynamically located and grouped into a Category for immediate access.

To create a category, a user first does a search, then saves and names that search for future reference.  Each time a category is accessed, it performs a new search to display all documents that match that search criteria.

NOTE: Your 10 most recently accessed Categories are available on the Search pages under the Recent Categories menu.
 

Framework of a Category 

A Category is defined with the file extension ndsq and can be searched using that extension. Categories are stored and appear as items that can be filed, unfiled, shared, copied, profiled, searched, renamed, placed on the home page, etc. In addition, each has its own document-level security. You set permissions on a Category just as you would a normal document.
 

Categories vs. Folders 

A Category is not a folder. Although to a first-time user it may appear as a static container of documents, a Category acts as an instrument that groups documents that relate to search criteria, as defined through the Advanced Search page. Documents cannot be filed "in" a Category as you would file "in" a folder. However, profiling a document in a way that matches the defined criteria of a Category outputs similar results. Every user who has access to a particular document can create a user-defined Category that will locate that document and group it with others. Hence the concept of dynamic! To determine whether to use a Category or a Folder to manage documents, click here.
 

Example of Use 

If you are an attorney you are likely working on a particular client's matter. This same client likely has several open matters with dozens of other attorneys working on them in your firm. When you log into NetDocuments and view your Home Page, you may want to immediately locate all documents, calendar events, discussions, etc. that relate to this particular client matter. These documents could be located across more than one Repository and could be filed or unfiled. You do not want to search out these documents individually, nor do you have time to navigate through folders to locate related documents.

So if the client is XYZ Corporation, and the matter is Personal Injury, you can always locate all documents that are profiled as such, even as relating documents are added to your firm's Repositories each week, day, hour, or minute.

To do this you would simply construct your Category criteria through the Advanced Search page. In this case you would type XYZ Corporation in the Client search field, type Personal Injury in the Matter search field, and select to search in one or across many Repositories. As soon as a result returns, simply click on the Create Category menu button. Once created, you can add it to your Home Page for immediate access. When you return to NetDocuments each day, and as others have added relating documents to the firm's Repository, the Category will dynamically group these documents as though they all existed in a single folder!
 

Creating a Category 

1. Go to the Search page

2. Enter the Search Criteria to be used to dynamically locate and group your results

3. Click on the Search button

4. From the Search Results page, if you want to save the Sort order, then click the column you want to sort by and then click Create Category on the Search menu

5. Enter a name and choose a location to store the Category

6. If document profiling is required by your firm's Repository administrator, you can complete the Profile for the Category just as you would a document providing additional searching capability to locate the Category.

7. When a Category is created, the same default access rights are applied to it as are applied to any document.  If you want to restrict who can have access to the category, you should adjust the Access List.

8. If you will use this Category often, choose Add to Home Page from the Options menu at the Category's Profile page to place a link on your Home Page for quick access. 
    

NOTE:  The Sort order can be changed or set after the Category has been created by going to the Category Edit Scope and Criteria and selecting the Sort column you desire.