A category is a type of custom property in an AODocs document. Learn more: What are categories?
A category is composed of a set of values – for example, a list of electronic products or countries. Users can select from the predefined category values in a drop-down list when a document is in edit mode.
Categories are configured at the library level. You can assign them to category properties in document classes.
Administrators can create and configure categories. Category values managers can configure categories once they've been created by an administrator. Learn more: What are roles?
This article explains how to:
Automatically generated table of contents
Create categories in the Categories screen
Note: You can also create a category when you create a custom property in the document class configuration.
1. Open the library administration.
2. Select Categories in the left panel.
| #Legacy library administration | #New library administration |
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3. Select Add new value. 4. Enter the name of the new category. |
3. Select Create category. 4. Enter the name of your new category and click Create. |
Note: All category names appear in the drop-down list when you create a category property in the document class configuration.
Create category values
After creating your category, you can add as many values as required.
| #Legacy library administration | #New library administration |
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1. Click Define values next to a category. 2. Select Add new value. 3. Enter a category value and press Enter. 4. If required, add a short name for the category value. Notes: 5. Select the edit button to rename values or short names. |
1. Click a category. 2. Click Add value to [category name]. 3. Define the value and press Enter. 4. If required, add a short name for the category value. Notes: 5. Select the edit button to rename the category name, values, or short names. |
Learn more:
- You can configure hierarchical sublevels for your category values
- If you have a long list of values to define (with or without a hierarchy), you can add your list of sublevels using a CSV file
- You can configure category relationships to filter the values of one category based on the value selected in another
Allow users to add category values
By default, the list of category values is frozen and contributors can only select values from the predefined list. You can allow contributors to add new category values to the predefined list. New values added by contributors are then available for all users.
Note: Category values managers can't allow users to add values. Learn more: What are roles?
Tip: As contributors can add new values to a dynamic category, library administrators are recommended to check the list of category values regularly for duplicate or irrelevant values.
| #Legacy library administration | #New library administration |
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1. Select the checkbox in the Dynamic values column. |
1. Click the name of a category. 2. Select Users can add values. |
Set category values as outdated
You can set category values as outdated. In the user interface, outdated values aren't available for selection in the list of values for a category.
However, outdated values are kept:
- in the list of values in the library administration
- in documents where the outdated value was previously assigned – contributors can still save the document without changing the value
| #Legacy library administration |
#New library administration |
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1. In the list of categories, click Define values to open the list of category values. 2. Select the checkbox in the Outdated column. Note: If you quickly select then deselect the Outdated checkbox for Category values, AODocs displays an information message. You can't edit the interface for the length of time it takes for AODocs to update all the values in any sub-levels. |
1. Click a category. 2. Select one or more values. 3. Click Outdate. A confirmation message opens. The value is tagged Outdated. |
Delete categories or values
Delete categories
Important:
– You can't delete categories that are defined elsewhere in the library configuration – for example, if they're assigned to a property or configured in a view.
– You can't delete values that are assigned in documents (current or previous versions). Instead, we recommend setting the value as outdated.
| #Legacy library administration |
#New library administration |
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1. In the list of categories, click Delete. 2. Click Delete in the confirmation dialog. |
1. In the list of categories:
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Delete category values
| #Legacy library administration |
#New library administration |
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1. In the list of categories or the list of values, click Delete. 2. Click Delete in the confirmation dialog. |
1. In the list of values:
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