Jason,
I use categories along with workflow transition links to "change Categories" so a files category can be changed.
Jason,
Note to myself:
1. Never try to respond to something on a public forum in a hurry.
2. Don't get overly enthusiastic about the prospect of being able to help someone out.
3. Always carefully read what I'm responding to.
4. Always carefully consider whether my response actually answers the question posed.
In the absence of these actions:
1. Be prepared to publicly embarrass myself.
2. Have a clean knife and fork at the ready for the big fat plate of crow I'm going to have to eat.
I was incorrect, the mechanism we use does not in fact change an items category, just the workflow and applicable states (boy this crow tastes nasty).
Now for feeble attempt to rationalize our use of categories:
I never considered a search by category given our focus here. Our workflow states include an abbreviated reference to our group companies. So if an items state is “WIL Initial” I know it’s currently in the “Wilmington” group company’s workflow (and under their control). The associated category, CAD-Wilmington, remains so regardless of the workflow transitions I referred to in my previous post.
When we transfer an item to a different workflow the difference between category and group company workflow state at best provides a way to search for those items later. I suppose the category would let everyone know which group originally created the item (even though it is currently under another groups design control).
We transfer items to other group workflows periodically to allow them to work on our items and they transfer them back to us when they are finished. Again the category and state difference could be used to flag items in that condition and would help to ensure they are eventually transferred back to us.
Given the focus I never thought about categories beyond ensuring they control what documents can be checked into a given folder.
Now that my feeble rationalization is done I will give serious consideration to the “flexibility” inherent in Joy’s variables approach… as soon as I finish the rest of this nasty crow.
Hi Joy-
That's a great tip, thanks for sharing.
Devon
Hi Jason,
I'm considering using categories since you can assign them without the user doing "anything", ie. if a file gets saved into a folder or a has a cetain variable value it automatically gets a certain category.
I'm forming a method now to store our job files and there are 2 schools of thought. One is to organize files by function and assign variables to maintain job numbers, etc. The other is to store files using templates to create job folders with predefined structure. It looks like you could use categories in either setting so searching can be done later.......which brings me to my next question:
Can you search by Category? I really think you can, but I can't put my finger on how. Maybe I need a new thread here..
Thanks
Ben
Hello Ben-
RE:"Can you search by Category?" Yes, you can. See pages 131-136 in the Admin guide.
Devon Sowell
http://www.pdmsolution.com
Thanks Devon,
I'll probably use Joy's suggestion. Variables are just easier to work with.
Ben
Hi Ben-
Yes, I agree, Joy's suggestion is the way to go.
Devon
We no longer use categories for this reason. We keep the standard "-" and only use workflows.
Jake