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How to Create Categories in OpenKM

Create Categories in OpenKM to bring order and clarity to your document repository. Categories allow you to organize information logically, group related documents, and enhance search performance throughout the system.

Whether you’re managing files for different departments, projects, or topics, creating categories and subcategories helps build a structured environment. In this tutorial, we’ll walk you through how to create and manage them easily inside OpenKM.

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Access the Categories Section in OpenKM

First, open the OpenKM interface and go to the “Categories” section on the left panel. This section shows all existing categories sorted alphabetically. As a result, users can browse and apply categories quickly without confusion.

Click the Create Folder Icon to Begin

To create categories in OpenKM, click the “Create Folder” icon located at the top of the Categories panel. A prompt will appear asking you to enter the name of your new category. After entering the name, click “Create.” OpenKM immediately adds your category to the list in alphabetical order. Therefore, you always keep a well-structured repository.

Insert Subcategories for Better Document Control

You can continue by adding subcategories under your new category. To do this, right-click the parent category and select “Create Folder” again. Enter the subcategory name and save it. This nested structure allows for multi-level classification, making it easier to apply specific labels to each document. Moreover, it ensures consistency across departments.

Why You Should Create Categories in OpenKM

Categories improve document findability and metadata organization. When you assign a category to a file, you make it easier to filter and retrieve later. Furthermore, categorization supports reporting, compliance checks, and workflow automation.

Use Categories Across Multiple OpenKM Modules

Once created, categories are available throughout OpenKM. You can assign them while uploading new documents, editing metadata, or using search filters. In addition, categories integrate seamlessly with automation rules and document workflows, enhancing every phase of the document lifecycle.

Customize the Category Structure for Your Business

Each organization has different needs. Therefore, you can create categories in OpenKM by department, document type, client, or any meaningful structure. This flexibility ensures your document system reflects how your team operates, not the other way around.

Best Practices When You Create Categories in OpenKM

Always name categories clearly and consistently. Avoid duplication and keep the hierarchy intuitive. Additionally, train your users on how to apply categories properly. This way, your repository remains clean and efficient over time.

“When you create categories in OpenKM, you give your documents context, improve retrieval, and ensure long-term repository hygiene.”

Start Organizing with Categories in OpenKM

Now that you know how to create categories in OpenKM, you can begin building a structure that supports collaboration and control. As a result, your team will spend less time searching and more time producing value.

To explore more features, visit the Document Management System – OpenKM.

Ready to improve your company’s efficiency with effective document management? Contact our team and let us guide you through the process step by step.

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