Creating and managing categories
Categories are created when you set a template's output category — type a new name and the category is created and linked. Color and audience visibility for each category are managed from the workspace settings drawer.
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Categories are created when you set a template's output category — type a new name and the category is created and linked. Color and audience visibility for each category are managed from the workspace settings drawer.
This article covers the operational side: how categories come into existence, where each property is edited, who can see what. For what categories are and how routing works conceptually, see File categories and routing.
What lives on a category
- Name — human-readable label like
Vendor InvoiceorCOI. Renameable; references stay intact. - ID — stable identifier used by templates, files, and automations.
- Color — chip color shown wherever the category appears.
- Visibility per audience — three checkboxes: Me (admins), Workers, Clients. Defaults: admin and worker on, client off.
How categories get created
There is no standalone "create category" form. Categories appear as a side-effect of two flows:
- Template output category — open a template's settings drawer and type a name into the Output Category field. If no category by that name exists in the workspace, one is created and the template's output is linked to it.
- Document source upload — when uploading a new source through the template editor's
+ Add → Upload new fileflow, picking "Create new" on the category dropdown creates the category record.
This keeps the schema honest: categories only exist if at least one template references them.
Editing color and audience visibility
- Open the Workspace Settings drawer from the workspace sidebar.
- Scroll to the Case List Display section.
- Each existing category appears as a row with a color picker and three checkboxes (Me / Workers / Clients).
- Color and audience changes save immediately — the workspace drawer's Save changes footer governs other workspace-level fields (mailbox config, list layout, etc.), not these per-category controls.
The visibility checkboxes are the ceiling. Per-collaborator overrides on a case can narrow what a worker sees, but never widen it.
Renaming a category
Open the consuming template's settings drawer and edit the Output Category field. The name updates everywhere; file links and automations don't break because they reference the ID.
Related
- File categories and routing — what categories are and how routing works
- Uploading a file
- Creating a template