Categories

A category gives the editorial team a common definition before anyone drafts an item. The administrator enters its name and code, associates the organization and records when the definition applies. An operator then selects that category for a content item. This link makes a change to editorial policy visible at the place where an item starts, rather than leaving each author to interpret a loose label.

• Define ownership. The administrator ties each category name and code to the organization that uses it.
• Set applicability. Active state and effective dates help the operator choose the right definition for the planned publication.
• Carry the definition forward. The selected category stays linked to the item through review and publication.

Check whether the organization is active and which category definition applies on the intended publication date. A category with an effective period should be reviewed before work is queued against it. The administrator also records the policy reference when a definition comes from an agreed editorial rule.

The team should rehearse its access rules with an operator, reviewer and administrator. Use an item from one organization and confirm that each person can see the record needed for their part of the work. Decide who resolves an ambiguous result and which person makes the final editorial decision.

Suppose an organization uses a category for public service announcements. The administrator enters the definition and confirms the organization. The operator opens a new content item, assigns an owner and chooses the category. At review, the reviewer can see which definition the item followed. If the definition changes later, the item still has its own revision and decision trail; the team should decide whether new content needs a different category record or an updated definition.

Before calling the handoff complete, compare the item status with its linked evidence and decision. The next person should be able to find the reason for the current state without relying on a message outside the record. If work must go back, assign a named person and preserve the previous outcome. Use the item number in the handoff so the recipient opens the same record, and check that the source revision still matches the decision under discussion.

• Active categories — Find active definitions by organization and effective date.
• Content Items Workspace — Inspect the selected item with its revision strip, decisions, state history and operation trace.

Follow the editorial handoff and use the data model to check how the records connect.