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Document Categories

Updated

Overview

Document Categories allow you to attach the right document to a communication automatically, based on context.

Instead of attaching a specific file to a Communication Template, you attach a category (for example, Agenda or Syllabus). When the communication is sent, Administrate dynamically selects and attaches the correct document from the Course Template or Event.

This ensures that each course or event sends the appropriate document without requiring manual updates to templates.

How it works

Document Categories act as a link between:

  • documents stored on Course Templates or Events
  • Communication Templates that include attachments

When a communication is triggered, Administrate:

  • checks the category configured on the template
  • finds matching documents on the Course Template or Event
  • attaches those documents to the outgoing message

Set up document categories

  1. Open the Control Panel.
  2. Select Document Categories.
  3. Create the categories you want to use (for example, Agenda, Pre-work, Certificate).

These categories will be available when assigning documents and configuring communication templates.

Assign categories to documents

  1. Upload or open a document in the DMS.
  2. Select one or more Document Categories.
  3. Associate the document with a Course Template or Event.

Only documents associated with the relevant Course Template or Event will be considered for dynamic attachment.

Use categories in communication templates

  1. Open a Communication Template.
  2. In Email Attachments, select Add (+).
  3. Choose Categories.
  4. Select the required Document Category.

When the template is used by a trigger, the system will attach documents matching the selected category.

Example

A course has its own agenda document. Instead of creating a separate communication template for each course:

  • assign the document to the Agenda category
  • attach the Agenda category to the communication template

Each course or event will then automatically send its own agenda document when the communication is triggered.

Best practices

  • Use consistent category names across your organization.
  • Keep categories broad enough to be reusable (for example, “Agenda” rather than “Course A Agenda”).
  • Ensure documents are correctly associated with Course Templates or Events.
  • Test communications to confirm the correct documents are attached.

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