How do I organize documents with categories?

Documents are organized into categories that you can create and customize. Categories help tenants and administrators quickly find the right document.

Managing categories

Go to Tenant Hub → Documents → click the "Manage Categories" button (gear icon). Here you can:

Create a new category with a name, description, and icon (emoji)
Edit existing categories — change name, description, or icon
Reorder categories by changing their display order
Delete empty categories (categories with documents cannot be deleted)

Default FM (Facility Management) categories

When the document module is first set up, these categories are automatically created:

Elevator Documentation
HVAC Systems
Lock/Access Systems
Fire Safety
Plumbing
Electrical Systems
Roof & Facade
Cleaning & Janitorial
Service Contracts
Building Manuals

Category types

Each category can be scoped:

Shared (default): Appears in both the admin Tenant Hub and the Tenant Portal
FM only (is_fm_category = true): Only visible to administrators in Tenant Hub — tenants never see this category
Tenant Hub only (is_fm_category = false): Only shown in tenant-facing views

Tips for organizing documents

Use category names that are clear to tenants (e.g., "House Rules" not "Internal Policy Docs")
Create separate FM categories for maintenance documentation that tenants don't need
Use the display_order field to put the most-used categories at the top
Every document must belong to a category — you can create new categories on the fly during upload

Where documents show for tenants: In the Tenant Portal → Documents page, tenants see a list of categories (excluding FM-only categories) with document counts. They click a category to see its documents, filtered to only show documents they have access to.