For submitters, it can be configured that they are required to select a category when submitting documents. This may be desirable for processors, as it enables automation and authorization based on the selected category. By making category selection mandatory, the risk of errors is reduced and it can also be configured whether adding a comment is mandatory. Selecting categories is possible when submitting documents via the web portal and the mobile app.

For administrators, the condition ‘Document.Category’ is available for:

For example, when the category 'Declarations' is selected, the correct booking template is automatically assigned and authorization takes place by the designated responsible person.

Enable the additional module in the administration settings via: Manage / Environment / Administrations / Pencil icon for the relevant administration / tab Additional modules. Select the module ‘Upload & process document categories’ and click Save.

Select via the app permissions who is allowed to manage the document categories. This can be configured at:

The user right to add or delete document categories at administration level can be found under: Pages | Manage | Administration | Upload & process document categories

The user right to add or delete document categories at environment level can be found under: Pages | Manage | Environment | Upload & process document categories

Document categories are visible to all users (regardless of permissions).

There are two options for configuring document categories:

By creating document categories at administration level, you create a category per administration that is only available within that administration. Go to Management / Administration / Upload & process document categories and click ‘New category’ in the top right to create a category.

By creating document categories at environment level, you create categories via Management / Environment / Upload & process document categories and click ‘New category’ in the top right.

The category name can be entered in both Dutch and English. The visible language depends on the user’s environment language setting.

Optionally, it can be configured that adding a comment is mandatory. In addition, an external link can be added, for example to a webpage with additional information. When uploading, a frame titled ‘More information’ will be shown linking to the specified source.

It is possible to create subcategories. In the example below, Declaration has been created as the main category, with the categories per employee underneath it.

Via Manage / Environment / Administrations / Pencil icon for the relevant administration / tab Preferences, it can be configured which category is proposed by default when uploading & processing. Under the category Standard values, the relevant category can be selected in the dropdown list ‘Default upload & process category’.

This can also be configured at environment level see this relevant article for more information.

Via Manage / Environment / Administrations / Pencil icon for the relevant administration / tab Preferences, it can be configured whether selecting a category is mandatory. Under the category Other, you will find the preference field ‘Upload & process category field is mandatory’.

This can also be configured at environment level see this relevant article for more information.

Please note: make sure that at least one document category has been created in the administration(s) before enabling this requirement. Otherwise, the error message “Warning: some files failed to upload.” will appear.

When documents are submitted manually, the category selection fields are available. These are also shown when submitting via the mobile app.

Keywords: categories, upload documents, submit