DocsUser GuideCreating Categories
Creating Categories
Use Categories to group items into clear, reusable buckets (e.g., “Finance”, “Engineering”, “Vendors”). Unlike tags (free-form) and Spaces (access boundaries), Categories are curated sets with optional rules, icons, and defaults that keep your vault consistent.
When to Use Categories
- Departmental grouping (Finance, HR, Eng)
- Item intent (Infrastructure, SaaS, Credentials)
- Compliance sets (SOX, PCI, Vendor)
Categories vs. Tags
- Categories: curated, optional rules, icons
- Tags: ad-hoc keywords for flexible filtering
- Use both: Category = “bucket”, Tags = “details”
Who Can Configure
- Space Admins create/manage
- Editors assign to items
- Viewers can filter by category
Create a Category
- Open Settings → Space → Categories.
- Click New Category, enter Name and choose an Icon & Color.
- (Optional) Add a description and default Labels/Tags.
- (Optional) Set rules (e.g., require TOTP on logins, min length >= 20).
- Save. The category appears in item forms and filters.
Keep names simple and mutually exclusive. If two categories overlap, use one category + multiple tags.
Assign a Category to an Item
- Open the item → Edit.
- Choose a value in Category (e.g., “Vendors”).
- Save. Defaults (labels/tags/policy) apply automatically.
Bulk assign via multi-select → Bulk edit.
Category Defaults & Rules
- Auto-apply labels (e.g., Internal, Prod)
- Suggest template fields per type (API keys, DB creds)
- Policy hints: min length, require TOTP, review cadence
Rules are guidance; Space Admins can enforce via team policy where supported.
Suggested Structure
- Business: Finance, HR, Legal, Sales
- Tech: Infrastructure, Apps, Data
- Risk: Vendors, Compliance, Secrets
Naming Conventions
- Avoid jargon; keep 1–2 words
- Prefer nouns: “Billing”, “SSO”, “Backups”
- Use descriptions for scope/criteria
Templates
- Login template (username, URL, TOTP, backup codes)
- API Key (scope, owner, renewal date)
- DB Creds (host, port, schema, rotation policy)
Create via New → From template per category.
Filter & Save Views by Category
- Use sidebar filter or query
category:Finance - Combine with
tag:,label:, andupdated: - Save shared views (e.g., “Vendors – Expiring < 30d”)
Automation & Governance
- Webhook/CLI: auto-categorize new imports
- Tasks: schedule quarterly review per category
- SIEM: export activity filtered by category
Cleanup & Quality
- Quarterly audit: merge overlapping categories
- Retire unused categories; map items to new ones
- Publish a short “Category Guide” in your Space
Troubleshooting
- Can’t create categories: You need Space Admin rights.
- Too many categories: Consolidate; switch some to tags.
- Items don’t meet rules: Edit item to satisfy policy or ask Admin to adjust.
- Filters missing items: Check Space scope and query (try
category:only). - Bulk edit failed: Reduce batch size; resolve conflicts then retry.
- More help: Common Issues