DDM Help
CMS

Categories

Create, rename, move, set permissions for and remove categories.

Categories organise the documents – like folders, except that a document can be in several categories. They also determine who sees what: you grant permissions on categories, and sub-categories inherit them.

Creating a category

Open Documents

Click Documents in the navigation. For a sub-category, first open the category it should sit under.

New category

Click New category at the top right – or + Sub-category in an open category. In the category tree on the left, you can also use the + in a category's row. In a document store with no categories at all, Create the first category in the middle of the screen does the same.

Give it a name

Enter a Name and click Create.

Administrators create top-level categories. Anyone with Full in the parent category may create sub-categories. Two categories with the same name on the same level are not possible.

Editing a category

Open the category and click Edit category – or the pencil at the end of its row in the list. The category panel opens on the right.

There you can:

  • change the Name and apply it with Save,
  • Move the category – search for the target category or choose — top level —, then Save,
  • maintain Titles per market, i.e. what the category is called in other markets,
  • switch on Do not archive automatically, so that documents here are never archived automatically,
  • give it Tags that search in the CMS finds the category by – as for documents; apply with Save,
  • set the Permissions (see below),
  • create and open sub-categories,
  • Remove category.

You can also move by drag and drop: drag a category in the category tree onto another one and confirm with Move. Dragged onto All documents, it becomes a top-level category. It then inherits its permissions from its new place.

Who may see a category

In the category panel, under Permissions:

  1. Click Group and pick a group from the list – typing narrows it. The group gets Read.
  2. Set the level in its row:
    • Read – the group sees the documents in the app.
    • Full – the group may also upload, make changes and create sub-categories here.
    • None – locks the group out of this category, even if it has permissions further up.
    • Inherited – takes over what the parent category sets for the group.
  3. Under People you give individual people permissions, independently of groups.

Every change is saved straight away.

Each row shows where a permission comes from: set here, inherited from … or blocked here.

You can see all of a group's permissions at a glance under Groups and permissions.

Removing a category

  1. Click Remove category in the category panel.
  2. The dialog shows everything below it, and for each document what will happen: removed or kept elsewhere (if it is also in another category).
  3. Confirm with Remove permanently.
Sub-categories are removed along with it. This cannot be undone.

Uploading documents

Upload files, choose categories, bring in whole folders.

Editing documents

Details, new versions, categories, access, sharing, moving, deleting and multiple selection.