## Deciding Which Document Categories to Maintain

Attachment categories give Pams users one shared list for classifying uploaded documents. When users add an Attachment to a sales job, project, account, invoice, MRQ, purchase order, or another Pams record that provides an **Attachment Category** selector, they can choose a label that explains the document’s purpose.

A category is not the document itself. The uploaded file remains the Attachment, with its own file name and the Pams record it belongs to. The category adds a clear label to that file. For example, a file can be named with the relevant job number or document reference, while its Attachment Category is **Contract**, **Invoice**, **Inspection report**, or **Correspondence**.

Use names that make immediate sense in the **Attachment Category** selector:

- Use singular, purpose-based names such as **Contract**, **Invoice**, **Certificate**, or **Correspondence**.
- Use a consistent writing style. For example, choose either **Inspection report** or **Inspection Report** and use that style for all categories.
- Keep the name broad enough to be useful on more than one Pams record.
- Avoid record-specific details in category names. A category such as **Invoice** is useful; a category that includes a particular Invoice Number is not.
- Check spelling and existing labels before adding a new category. Minor variations such as **Invoice**, **Invoices**, and **Invoice document** create confusing choices for users.

[SCREENSHOT: The Attachment Category selector showing clear categories such as Contract, Invoice, Inspection report, and Correspondence.]

Because **Attachment categories** are shared configuration, changes can affect document classification wherever the category is available in Pams. Renaming a category changes the wording users see when selecting a category. Removing or retiring a category can also affect how users classify future attachments and how they recognize existing classifications. Review category changes carefully with the teams that use sales, purchasing, warehouse, financial, and project records.

For related quality configuration, see [Configuring ISO Survey Models](doc:configuring-iso-survey-models).

## Opening the Attachment Categories List

Use the **Attachment categories** page to review and maintain the shared labels available for document attachments in Pams. Start by checking the current list before creating a category, especially if you need a label for a document type that may already be covered by an existing name.

1. Open **Configuration** in Pams.
2. Select **Attachment categories** from the available configuration options.
3. Review the category list and read the existing **Name** values. Look for labels that already describe the document purpose you need, such as **Contract**, **Invoice**, or **Correspondence**.
4. Use the search or filter controls on the list to find a category by its **Name** when many categories are configured. Search for key words rather than creating a new label immediately.
5. Open a category from the list when you need to review or update its **Name**.
6. Use the available create control on the **Attachment categories** page when no suitable category is already listed.

[SCREENSHOT: The Configuration area with Attachment categories selected and a category list displaying Name values.]

Treat this page as the source of truth for document labels. Users selecting an **Attachment Category** on Pams records should see names that have already been checked for clarity and duplication. For example, if the list already contains **Inspection report**, do not add **Inspection reports** simply because one document needs classification.

When reviewing the list, consider whether each name identifies a document purpose without overlapping another category. **Contract** and **Invoice** are distinct purposes. By contrast, **Invoice**, **Invoice document**, and **Invoices** would normally give users multiple choices for the same purpose.

If you are reviewing a category because a user cannot find it while adding an Attachment, first confirm the exact wording in this list. The category may already exist under a different, but still valid, **Name**.

## Creating Categories for New Document Types

Create a new attachment category only when the existing **Attachment categories** list does not provide a clear choice for a document purpose. A new category should help users classify documents consistently on the Pams records where the **Attachment Category** selector is available.

1. In **Configuration**, open **Attachment categories**.
2. Review the existing category names and use the search or filter controls to check for a similar entry.
3. Select the available create control on the **Attachment categories** page.
4. Enter the label users should see in the **Name** field.
5. Keep the **Name** short, descriptive, and focused on the document purpose.
6. Select **Save** to store the category.
7. Return to the **Attachment categories** list and confirm that the new **Name** appears in the list.

Use names that separate document purposes without describing a specific transaction, job, customer, principal, or file. The following examples are clear categories:

| Category Name | Use for |
|---|---|
| **Contract** | Contract documents connected to an account, principal, sales job, or project |
| **Invoice** | Financial invoice documents, including supporting invoice files |
| **Inspection report** | Inspection documents connected to received products, Quality Control, or warehouse work |
| **Correspondence** | Letters or other document-based communication related to a Pams record |

Avoid creating names such as **Contract for Sales Job 2025**, **Client invoice**, or **Inspection report final version**. These details belong in the Attachment file name and the Pams record that holds the Attachment, not in the shared category list.

[SCREENSHOT: A new Attachment categories form with the Name field completed as “Inspection report” and the Save button visible.]

After saving, test the category on an Attachment before asking other users to rely on it. This confirms that the wording is clear in the **Attachment Category** selector and that it fits the document types your team handles.

## Updating Categories Without Creating Duplicate Choices

Update an existing attachment category when your team’s terminology changes or when the current **Name** is unclear. Start from the existing category record rather than creating another entry. This keeps the **Attachment Category** selector focused and avoids users selecting several labels for the same kind of document.

1. Open **Configuration > Attachment categories**.
2. Search or filter the list using the category’s current **Name**.
3. Open the category you want to review.
4. Check the **Name** against similar entries already shown in the **Attachment categories** list.
5. Change the **Name** only when the revised wording is clearer and does not duplicate another label.
6. Select **Save**.
7. Return to the list and confirm that the updated **Name** is displayed as intended.

Before saving a change, search for close variations. For example, if you want to rename **Invoices** to **Invoice**, first check whether **Invoice** already exists. If it does, decide which single category should remain available rather than leaving both options in the list. The same check applies to labels such as **Contract** and **Contracts**, or **Correspondence** and **Client correspondence**.

[SCREENSHOT: The Attachment categories list filtered for “Invoice,” showing similar category names that need review.]

Do not remove or retire a category simply because its wording is older. First check whether users still need that classification on existing or future Attachments across Pams. A category may be used for documents connected to sales jobs, projects, purchase orders, invoices, Quality Control, or other daily work. If the goal is clearer wording, renaming the existing category may be more appropriate than removing it.

Use one agreed label for each document purpose. This makes document reviews faster because users do not have to interpret several nearly identical choices.

## Classifying Documents with an Attachment Category

When you add or edit an Attachment on a Pams record, use the **Attachment Category** selector to identify what the document is for. The selector shows the category names maintained on the **Configuration > Attachment categories** page.

1. Open the Pams record where you are adding or reviewing an Attachment, such as a sales job, project, invoice, purchase order, MRQ, or warehouse-related record.
2. Open the area used to add or edit the Attachment.
3. Upload or select the document file as required on that record.
4. Open the **Attachment Category** selector.
5. Choose the category that best describes the document’s purpose, such as **Contract**, **Invoice**, **Inspection report**, or **Correspondence**.
6. Save the Attachment or save the Pams record, depending on the screen you are using.
7. Reopen the Attachment if needed and confirm that the selected **Attachment Category** is shown.

[SCREENSHOT: An Attachment being added to a Pams record, with the Attachment Category selector open.]

Select categories consistently. For example, use **Contract** for an agreement connected to a principal, client, or project. Use **Invoice** for an invoice file, even if that invoice is connected to a sales job or purchase order. Use **Inspection report** for a document that records an inspection result. Use **Correspondence** for written communication that needs to remain with the related Pams record.

The Attachment Category does not replace the file name, the uploaded file, or the record to which the document belongs. Keep the file name meaningful and attach it to the correct sales, purchasing, warehouse, financial, or project record. The category simply gives users an additional way to understand the document’s purpose when reviewing Attachments.

If no category fits, do not select a misleading label. Ask the person responsible for **Attachment categories** to review whether a new shared category is needed.

## Verifying Category Availability Across Pams

After creating or updating a category, verify that users can select it while adding an Attachment. This short check confirms both the saved category name and the way it appears in the **Attachment Category** selector.

1. Open a Pams record where Attachments are available and where a test document can be added or reviewed.
2. Add a new Attachment or open an existing Attachment for editing.
3. Open the **Attachment Category** selector.
4. Search for the new or updated category **Name**.
5. Select the category and save the Attachment or the related Pams record.
6. Reopen the Attachment and confirm that the selected **Attachment Category** remains displayed.
7. Return to **Configuration > Attachment categories** if the category is missing, appears with unexpected wording, or duplicates another choice.

[SCREENSHOT: A saved Attachment showing its selected Attachment Category after the record is reopened.]

If a newly created category does not appear, first reopen **Attachment categories** and confirm that its **Name** was saved. Check the spelling carefully, especially where similar category names exist. Also confirm that you are working in the expected Pams environment before repeating the creation process.

If duplicate or outdated categories appear in the selector, return to the **Attachment categories** list and search for the conflicting **Name** values. Review whether the categories describe the same document purpose. Update the wording or retire the category that your team no longer needs, only after considering existing Attachments and the teams that use them.

A successful check has two results: the category is available for selection, and the selected category remains attached to the document after you save and reopen the record. This confirms that users can apply the category consistently during normal work.

## Overview

**Attachment categories** are shared labels that help users identify the purpose of uploaded documents in Pams. They are maintained in **Configuration > Attachment categories** and appear in the **Attachment Category** selector where document attachments can be classified.

Use the shared list to keep document handling consistent across connected sales, purchasing, warehouse, financial, Quality Control, and project workflows. A clear category makes it easier for a user reviewing an Attachment to recognize whether it is a **Contract**, **Invoice**, **Inspection report**, **Correspondence**, or another agreed document type.

Key points to keep in mind:

- The **Name** field is the label users see when choosing an **Attachment Category**.
- An attachment category classifies the document’s purpose; it does not replace the file name or change the Pams record that holds the Attachment.
- The same category should be used for the same document purpose wherever that category is available.
- Before creating a category, search the **Attachment categories** list for an existing label with the same meaning.
- Avoid small wording differences that create duplicate choices, such as **Invoice**, **Invoices**, and **Invoice document**.
- Review the impact of renaming, removing, or retiring a category because the list is shared across Pams.

[SCREENSHOT: A comparison of clear category names in the Attachment categories list and the same names in an Attachment Category selector.]

The category list works best when it remains short, purposeful, and agreed by the teams that use documents every day. If users can identify the right choice without interpreting several similar labels, Attachments remain easier to review throughout the sales cycle, procurement cycle, warehouse work, invoice handling, and project delivery.

When a document needs more specific identification, use the Attachment file name and attach the file to the correct Pams record. Keep **Attachment categories** focused on stable, reusable document purposes.

## Prerequisites

Before creating, updating, or reviewing **Attachment categories**, make sure you can access **Configuration** and open the **Attachment categories** page. This page controls a shared list, so category changes should follow the naming approach used by the teams that work with Attachments in Pams.

Prepare the following before changing a category:

- A clear document purpose that the category should represent, such as **Contract**, **Invoice**, **Inspection report**, or **Correspondence**.
- The proposed wording for the **Name** field.
- Confirmation that the same or a very similar **Name** does not already appear in **Attachment categories**.
- An understanding of where the category will be used, such as Attachments connected to sales jobs, projects, invoices, purchase orders, MRQs, or Quality Control records.
- A suitable Pams record where you can test the category in the **Attachment Category** selector after saving it.

Do not create a category for information that belongs in a file name, document reference, Invoice Number, Sales Job Number, Project Name, or other record-specific detail. For example, use **Invoice** as the category and keep identifying details in the file name and the related Pams record.

If you are updating a category, review its current **Name** and search for similar labels before making the change. This is particularly important when changing plural words, abbreviations, punctuation, or capitalization. A revised **Name** should make the selector clearer, not add another interpretation of the same document type.

Once categories are available and in active use, continue with [Reviewing Audit and Change History](doc:reviewing-audit-change-history) to review recorded changes made in Pams.