Overview
Document Categories allow you to classify and organize documents uploaded for crew members. By categorizing documents (e.g., Certifications, Contracts, Expenses), it becomes much easier to navigate, search, and present information both internally and externally.
Categories also extend into the mobile app for crew members, ensuring documents are accessible and understandable wherever they are.
This structure is crucial because document management can quickly become overwhelming without a standardized classification system.
Area
Location in System: Code Tables → Document Categories
Used in: Crew Member Document Section & Document Library
Navigation
Go to Admin > Code Tables.
Select Document Categories.
Add/Edit/Delete categories as needed.
Apply them in the Crew > Documents section when uploading or managing documents.
Benefit
Improved Searchability: Easily locate specific documents.
Mobile Accessibility: Crew members see their documents with context (categories) in the mobile app.
Client Transparency: Share specific categories with clients for better collaboration.
Expense Tracking: Simplify timesheet receipts/expense management with linked categories.
Consistency: Ensures standard naming and visibility rules across the organization.
Field Reference
Order – Defines the display order of categories in dropdowns or lists.
Name – The title of the category (e.g., “Certification”, “Travel Expenses”).
Description – A short explanation of what fits under this category.
Visible to Crew – Determines if crew members can see documents under this category via the mobile app.
Visible to Client – Determines if documents in this category are shared with clients.
Visible to Public Profile (not in use) – Previously intended for crew’s public profiles, now deprecated.
Timesheet Category – If checked, documents (e.g., receipts) attached to timesheets can be associated with this category. Useful for expense reporting like parking or travel receipts.
Screen References
Admin > Code Tables > Document Categories (setup & management of categories).
Crew > Documents (apply categories when uploading for a specific crew member).
Mobile App (Crew View) (crew sees documents grouped by these categories, if marked visible).
Client Portal (clients see documents if “Visible to Client” is enabled).
Pro Tip
Use the Timesheet Category option for categories like “Receipts,” “Mileage,” or “Travel Expenses”. This ties expense documentation directly to timesheets, reducing approval bottlenecks and providing clients with transparent expense tracking.
FAQ
Q1: Can a document belong to more than one category?
No, currently each document can only be assigned to a single category.
Q2: What happens if I hide a category from crew or clients?
The document remains in the system but will only be visible to admins with proper access.
Q3: Can I reorder categories later?
Yes, simply adjust the Order field in Document Categories to change the display sequence.
Permission & Configuration
Who can configure? System Administrators and users with access to Code Tables.
Visibility Rules: Controlled at the category level (crew, client, public).
Security: Even when categories are marked as visible, standard document permissions still apply.
See Also
Timesheet Attachments – to leverage Document Categories for expenses.
Crew Document Library – where categories are most frequently applied.
Client Document Sharing Settings – for transparency in project documentation.