To get the most out of the GEMS Document repository, a set of classification types should be defined, i.e., Document Types, Categories, and Sub-Categories, which can then be used to categorize Documents. Organizing Documents in this way makes it easy to search for them when there are large numbers of Documents present in the repository. Additionally, if there is a need to restrict access to certain Documents for specific users or user roles, defined Document Types and Categories afford the ability to build robust security controls around the visibility and availability of Documents on a role-by-role basis.

These Document Types and Categories are set up through the updating and creation of Lookup Lists within GEMS.

1. Navigate to Admin> Lookup Lists> Lookup Items.

2. Locate and select either Document Types or Categories within the left Menu, depending on which kind of property you'd like to add.

3. After selecting the property you'd like to add, click New Document Type/New Category in the top right.

4. Enter a label for the new Document Type or Category in the Document Type or Category fields. In this example, we'll create a Category called Domestic Filing.

5. When adding a new Category, individual or multiple Sub-Categories can be associated with a parent Category. Sub-Categories can be created and selected by clicking the Lookup List icon next to the Sub-Categories field.

6. After entering a label for the Document Type or Category being created, click Save.

If they are not being used by any Documents, Document Types and Categories can be deleted from GEMS from the Lookup Items section of the Admin Hub.

1. Navigate to Admin> Lookup Lists> Lookup Items.

2. Locate and select either Document Types or Categories within the left Menu, depending on the type of property you'd like to delete.

3. Locate the Category or Document Type you wish to delete, then click its Properties icon to open the Category or Document Type. In this example, we'll open and delete the Domestic Filing Category created in the previous section.

4. Click Delete.

5. Confirm the deletion on the next page by ticking the Delete this Category/Document Type checkbox, then click Submit.