Administer documents

Document administration is the work of maintaining document records, their categories, their list order, and the way you reach each record in a project. A document record is an item in the project's documentation list, and a category groups records so your team can find them. Use administration when you need to organize existing documentation or maintain those categories.

The Documents workspace is the project area where these records are listed and organized.

Before you start

Before you administer documents, select the project you want to manage and sign in. Document loading requires both a project and a signed-in session. The category area appears only after a project is selected. Have the saved document or category you need to manage in mind before you begin.

The current project, version, category, document values, and permissions depend on the account and project you are using. With the project selected and the record or category in mind, continue to Find a document record.

Find a document record

Find an existing document record when you need to open it rather than create or edit its content.

Prerequisites

• You have selected a project.
• You know enough of the document title or category to narrow the list.

Steps

1. Open the Documents destination for the selected project.
2. To search by text, enter a value in Search documents.
3. To narrow the document type, select one of All, Manual, or Generated.
4. To narrow the document status, select one of All, Draft, Published, or Archived.
5. To narrow the category, select All Documents or a category in the category area.
6. Select the document record you need from the filtered list.

Result: The selected document record is open for the next document task.

Understand the Documents screen

The Documents screen combines a document list with category navigation. The list can use cards or rows, and category administration opens in dialogs.

The main areas are:

In list view, the row headers are Document, Type, Status, Category, and Updated. In card view, documents appear as cards instead of rows.

When you create or edit a category, the dialog contains Name, Slug, Description, Icon, and Color. Name and Slug are required. Description is optional. In create mode, entering a name generates a lowercase slug with spaces replaced by hyphens and other characters removed.

Organize document records and categories

Organizing documents means narrowing the list, choosing how it is displayed, changing its order, and maintaining categories.

Filter and change the list

Prerequisites

• You have selected a project.
• The Documents list is open.

Steps

1. Enter text in Search documents when you need a text match.
2. When search text is present, select Clear search to remove it.
3. Select a document type from All, Manual, or Generated.
4. Select a document status from All, Draft, Published, or Archived.
5. When the version selector is available, select a value in Version.
6. In the Documents list, select the sorting control beside the view-selection control.
7. Select a display mode in the view toggle.
8. Select Clear in the category filter indicator to remove the selected category.
9. Use Previous page, a page number, or Next page to move through the list.

Result: The Documents list shows the records using the selected filters, sort, view, and category selection.

Reorder documents or categories

Prerequisites

• You have selected a project.
• The documents or categories you want to reorder are visible.

Steps

1. Select Edit order.
2. Use drag and drop to reorder documents within a category, or to reorder categories and documents when no category is selected.
3. Select Exit edit mode when the order is correct.

Result: The Documents screen returns to its normal list view with edit-order mode closed.

Create or edit a category

Prerequisites

• You have selected a project.
• The category area is visible.

Steps

1. Select Add Category to open Create Category.

2. Enter the category name in Name.

3. Review the generated value in Slug.

4. Enter a value in Description, if needed.

5. Select an option in Icon.

6. Select an option in Color.

7. Choose the category action in this table:

   Goal	Action
   Create a category	Select Create.
   Edit a category	Select its Edit category control, update the fields, and select Save.

8. Select Cancel to close either dialog without saving.

Result: The category dialog closes after the create or edit action, and the category area can be refreshed with the updated category.

Delete a category or document

Prerequisites

• You have selected the category or document to remove.
• You have checked that the removal is intended.

Steps

1. Choose the removal path in this table:

   Goal	Action
   Delete a category	Select the category's Delete category control.
   Delete a document	Select the document's Delete Document control.

2. Read the confirmation in the path you selected:

   Goal	Action
   Delete a category	Read All documents in this category will be moved to "Uncategorized". Subcategories will also be deleted.
   Delete a document	Read the document confirmation dialog.

3. Choose the confirmation action in this table:

   Goal	Action
   Keep the category	Select Cancel.
   Confirm the category deletion	Select Delete.
   Confirm the document deletion	Follow the document confirmation dialog and select its Delete Document control.

Result: The selected delete operation is either cancelled or confirmed from its dialog.

Handle different document-list states

The Documents screen changes its available areas according to the selected project, category, version, filters, and edit-order mode.

Prerequisites

• You are on the Documents screen.

Steps

1. Select the path that matches your goal in the table above.

Result: The Documents screen shows the list or ordering state that matches your selection.

If no project is selected, the category area displays No project selected and Select a project to view categories. The page also prompts with “Select a project to view documents”.

When document administration goes wrong

Use the exact message on screen to choose the applicable response. Do not repeat a destructive action when the message identifies a failed request.

The Unauthorized reload handling belongs to the document detail loading flow. Viewer-rendered chapter, command-palette, viewport, annotation, and screenshot messages belong to the document viewer rather than document administration.

What to do next

After you finish an administrative change, continue with the task that matches what you need to do next:

The document record remains the hand-off point for content work and document-specific actions.