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Manage Categories

How to organize your documents with categories in the LysisAI Platform.

What are Categories?

Categories help you structure your documents and find them faster. Examples:

  • Accounting - Invoices, receipts, tax documents
  • Contracts - Employment contracts, rental agreements, insurance
  • Correspondence - Emails, letters, written communication
  • Certificates - Training certificates, qualifications

Prerequisites

Before you begin

  • You are logged in as Administrator
  • Or you have the "Manage Categories" permission

Administrators Only

Regular users (clients) cannot create or edit categories - only use them.

Categories Overview

The category management shows all available categories:

Categories Overview

Filter options:

  1. Search field - Search for category names
  2. Status filter - Filter by active/inactive categories

Create New Category

Step 1: Open Create Dialog

  1. Click New Category in the top right
  2. The creation dialog opens

Step 2: Enter Category Details

Create Category

Fill in the fields in the dialog:

  1. Name - Enter a descriptive name (e.g. "Accounting")
  2. Description - Optional: Explain which documents belong in this category
  3. Color - Choose a color for visual distinction

Step 3: Save Category

  1. Review all entries
  2. Click Create
  3. The new category appears in the list

Category created

The category is now available to all users when uploading documents.

Edit Category

To change an existing category:

Step 1: Open Edit Dialog

  1. Find the category in the list
  2. Click the Edit Icon (pencil icon)
  3. The edit dialog opens

Step 2: Make Changes

Edit Category

  1. Name - Change the category name if needed
  2. Description - Update the description
  3. Color - Choose a different color

Step 3: Save Changes

  1. Click Save
  2. Changes are applied immediately

Caution When Renaming

Renaming a category changes the assignment of all already uploaded documents with this category.

Delete Category

To remove a category:

Step 1: Open Delete Dialog

  1. Find the category in the list
  2. Click the Delete Icon (trash icon)
  3. A confirmation dialog appears

Step 2: Confirm Deletion

Delete Category

  1. Read the warning message carefully
  2. Click Delete to remove the category
  3. Or click Cancel to abort

Important Note

  • You cannot delete a category that still contains documents
  • First reassign all documents to another category
  • Or delete the documents in the category

Sort Categories

The order of categories determines how they are displayed in dropdown lists:

  1. Drag a category via Drag & Drop to the desired position
  2. The new order is automatically saved

Set Default Category

You can define a default category that is preselected when uploading:

  1. Click the Star Icon next to the desired category
  2. The category is marked as default

Productivity Tip

Set your most frequently used category as default to save time when uploading.

Filter and Search Categories

With many categories, you can filter the list:

  1. Enter a search term in the search bar
  2. The list shows only matching categories
  3. Click Reset Filters to reset

Category Statistics

For each category you see:

  • Document Count - How many documents are assigned to this category
  • Storage Space - Total size of all documents in this category
  • Last Used - When a document was last uploaded to this category

Best Practices for Categories

Tip Description
Unique Names Use clear, unique names without overlaps
Not Too Many 5-15 categories are ideal - too many confuse
Consistent Naming Use uniform naming conventions (e.g. all singular or plural)
Descriptions Add descriptions so users know what goes where
Regular Cleanup Delete unused categories

Common Problems

Problem Solution
Category cannot be deleted The category still contains documents - reassign them first
Category does not appear during upload Refresh the page (F5) or log in again
Too many categories Consolidate similar categories
Users choose wrong category Add clear descriptions

Category Permissions

As an administrator, you can define which user groups can use certain categories:

  1. Open the category details
  2. Click Permissions
  3. Select the allowed roles (Administrator, Employee, Client)
  4. Save the changes

Permission Hierarchy

  • Administrators always have access to all categories
  • Employees only see categories of their assigned clients
  • Clients only see approved categories