Document administration troubleshooting

Use this page to find a document or category, recover an unexpected list state, and maintain categories or document order in the Documents area.

Document administration troubleshooting

Document administration is the work of finding and organizing documentation records, then recovering the list when filters, versions, categories, or access conditions change what you see. Use the Documents area to manage and organize documentation. A category is a group of documents in the selected project. Document order is the arrangement of records in the ordering surface.

Before you start

Prerequisites

If no project is selected, the category area displays No project selected and Select a project to view categories. The Documents area displays Select a project to view documents. If the session is unauthenticated, the category area displays Authentication required.

Find the document or category involved

A document list is the working list of documentation records; use its search, filters, category selection, sort order, and view choice to narrow the list before changing anything.

Prerequisites

• Have a selected project and an authenticated session.

Steps

1. Open the Documents area.

2. Enter search text in Search documents....

3. Select Clear search when it appears and you want to remove the search text.

4. Choose the list options that match what you need to find.

   If you need to…	Select or enter
   Include every document type	All in the type filters
   Find manually maintained documents	Manual
   Find generated documents	Generated
   Include every document status	All in the status filters
   Find draft work	Draft
   Find published documentation	Published
   Find archived documentation	Archived
   Include every category	All Documents
   Find one category	Enter its name in Category search in Categories
   Switch between available document versions	Version
   Scan document cards	Card view with the View toggle
   Read column headers	List view with the View toggle
   Return to the previous results page	Previous page
   Open a specific results page	The page number
   Move to the next results page	Next page

5. Use the Sort control to change the order of the list.

6. In list view, read the headers Document, Type, Status, Category, and Updated to identify the record and its current list information.

Result: The list is narrowed to the document or category you need to inspect, and list view shows the document, type, status, category, and updated columns.

Recover from an unexpected list state

The list can change because a search, filter, category, project, or version changes the records being shown. Check the visible condition before treating an empty or changed list as lost documentation.

Prerequisites

• Have the affected project or category in mind.

Steps

1. Check the active filters and document count above the list.
2. If the list is empty after a search, remove the search text with Clear search.
3. If the list is still empty, select All in the type filters.
4. Select All in the status filters.
5. If the category list is empty, read the message No categories yet..
6. If a category search returns nothing, read the message No matches..
7. If no project is selected, return to the project selector before using the category area.
8. If a non-active version is selected, use the Version selector to switch to the active version.
9. If the page is in order-editing mode, select Exit edit mode to return to the document list.
10. If New Document is not available, continue with the list and category controls that are present on the page.

Result: You have either restored the intended list context or identified the project, category, version, or edit-order condition that explains the list.

Maintain categories and document order

Use the ordering surface to arrange the selected project's records.

Prerequisites

• Have a selected project.
• Confirm that the list itself is showing the intended project and category context.

Create a category

Steps

1. Select Add Category to open the category form.
2. Enter the category name in Name *.
3. Review Slug * after entering the name.
4. Enter an optional value in Description.
5. Select an option under Icon.
6. Select an option under Color.
7. Select Create to create the category.

The create form generates Slug from Name by converting the name to lowercase, replacing spaces with hyphens, and removing characters other than letters, numbers, and hyphens.

Result: The category form closes after the category is created.

Cancel a category change

Steps

1. In the category form, select Cancel.

Result: The category form closes without saving the change.

Edit a category

Steps

1. Select Edit category on the category row.
2. Enter the category name in Name *.
3. Review the value in Slug *.
4. Enter the category description in Description.
5. Select an option under Icon.
6. Select an option under Color.
7. Select Save to save the category changes.

Result: The category form closes after the category is updated.

Reorder categories or documents

Steps

1. Select Edit order.
2. In the category area, use Drag to reorder to move a category.
3. In the ordering surface, drag a document to its required position.
4. Select Exit edit mode when the ordering is complete.

Result: The page returns to the normal document list with the revised ordering request completed.

Review category deletion

Warning: Deleting a category moves all documents in it to Uncategorized and also deletes its subcategories.

Steps

1. Select Delete category on the category row.
2. Read the confirmation message: All documents in this category will be moved to "Uncategorized". Subcategories will also be deleted.
3. Select Cancel to keep the category and its organization.
4. Select Delete only when moving the documents and deleting the subcategories is intended.

Result: Cancel closes the dialog without confirming the deletion; Delete confirms the category deletion.

When recovery does not work

Use the exact message on screen to choose the next safe diagnostic action. Do not repeat a destructive operation when the message does not change.

The Delete Document control belongs to the document delete dialog. A failure from that control uses the document deletion message in the table above.

The category edit and delete controls appear on category-row hover. The category drag handle appears in edit-order mode. The Documents list shows New Document only when that action is available to the list. These conditions explain why a control can be absent without changing the document list.

Result: You have the exact failure message, have avoided repeating a destructive action, and have the appropriate broader help page for the next diagnostic step.

What to do next

Use the next page according to the work that remains: