Under Administration > Document Management, you maintain the three value lists used to classify documents: categories, tags, and statuses. They are the basis for filtering, grouping, and narrowing documents in the search.
Document categories
Categories serve the content-based classification of documents – e.g., Contract, Minutes, Presentation. You maintain categories under Administration > Document Management > Categories.
For each category, the following fields are available:
Short form – required, max. 32 characters. Used as the internal key and cannot be changed after creation. Commas are not allowed.
Name – required, max. 255 characters. The display text of the category that appears in selection and filter fields. Maintained multilingually.
Document tags
Tags are freely chosen keywords used to additionally annotate documents. You maintain the central tag list under Administration > Document Management > Keywords.
There is one field per tag:
Tag – required, maintained multilingually. Commas, double, and single quotation marks are not allowed as characters.
Note: Whether users may also add new tags when uploading is controlled by the User may add tags option in the Basic Settings of the module.
Document status
Status values describe the current state of a document in its lifecycle – typically Draft, In progress, Approved, Archived. You maintain the status list under Administration > Document Management > Document status.
For each status, the following fields are available:
Short form – required, max. 64 characters. Internal key, no longer changeable after creation.
Name – required, max. 255 characters. Display text, maintained multilingually.
Order of status values
Statuses are displayed in selection lists in the order in which they appear in the master data list. A newly created status is always appended at the end.
Use the up and down arrow symbols next to each entry to adjust the order. It has proven effective to place frequently used statuses at the beginning so that they can be selected more quickly.