How Folders and Categories Work

The Big Picture: Three Levels of Organization

Think of Sky AI's organization system like a filing cabinet in an office:

1. Organization-Level Categories (The Master Filing System)
2. Category Folders (Drawer Labels in the Cabinet)
3. Case-Level Categories (Copies of Labels for Each Specific Case)

Level 1: Organization-Level Categories (The Templates)

What Are They?

Organization-level categories are master templates that define what types of documents your organization typically works with.

Examples:

• Medical Records
• Police Reports
• Treatment Plans
• Legal Correspondence
• Insurance Claims
• Witness Statements

Key Features:

They belong to your entire organization, not to any specific case. Every team member in your organization can see and use these categories.

They contain detailed instructions for the AI system, including:

• Definition: What this category means
• Naming Convention: How documents in this category should be named
• Expected Content: What information should be in these documents
• Recognition Tips: How to identify if a document belongs to this category
• Key Topics: Main subjects covered in this type of document

They can be organized into folders, for example:

• Medical Folder might contain:
  • Medical Records
  • Treatment Plans
  • IME Reports
• Legal Folder might contain:
  • Police Reports
  • Legal Correspondence
  • Witness Statements

How to Set Them Up:

1. Identify your document types: List all the types of documents your organization regularly processes
2. Create categories for each type: Use the bulk categories update feature in the admin panel or create them individually through the API
3. Organize into folders (optional): Group related categories together for easier navigation
4. Add detailed information: Fill in the definition, naming conventions, and recognition tips to help the AI categorize documents correctly
5. Test with real documents: Upload sample documents to a test case and see how well the AI categorizes them, then refine your definitions

Level 2: Category Folders (Optional Grouping)

What Are They?

Category folders are optional containers that group related organization-level categories together.

Why Use Them?

• Better organization: Group dozens of categories into logical sections
• Easier navigation: Find categories faster when they're grouped by theme
• Visual clarity: The UI can display categories in collapsible sections

Example Structure:

📁 Medical Documents
   - Medical Records
   - Treatment Plans
   - IME Reports
   - Clinical Notes

📁 Legal Documents
   - Police Reports
   - Legal Correspondence
   - Court Documents
   - Witness Statements

📁 Financial Documents
   - Insurance Claims
   - Invoices
   - Payment Records

How to Set Them Up:

1. Create folder names: Decide on broad categories that make sense for your workflow
2. Assign categories to folders: When creating or updating categories, specify which folder they belong to
3. Keep it simple: Don't create too many folders - aim for 3-7 main folders maximum

Level 3: Case-Level Categories (The Working Copies)

What Are They?

When you create a new case (also called a "project" or "folder" in the code), Sky AI automatically creates working copies of your organization-level categories for that specific case.

Why Do We Need Copies?

Think of it like this: Your organization has a master filing system (organization-level categories), but each case needs its own set of labeled folders (case-level categories) that can be customized for that specific case.

Benefits of this approach:

• Customization: You can rename categories for a specific case without affecting other cases
• Flexibility: You can add new categories that only apply to one case
• Independence: Changes to one case don't affect other cases
• Tracking: The system knows which documents in a case belong to which category

The Connection:

Each case-level category has a link back to its organization-level category. This means:

• The case-level category inherits all the AI instructions from the organization-level category
• If you update the organization-level category, you can choose to update all case-level copies
• The system remembers which template each case-level category came from

How They Work in Practice:

1. Case Creation: When you create a new case, Sky AI automatically creates case-level categories for all your organization-level categories
2. Document Upload: When you upload documents to a case, the AI uses the category definitions to automatically sort them
3. Manual Organization: You can manually move documents between categories in the doclist view
4. Custom Categories: You can create new categories that only exist for that specific case

How Documents Get Categorized

The Automatic Process:

1. Upload: You upload a document to a case
2. Processing Pipeline: The document goes through 11 (!) stages of AI processing
3. Classification Stage: The AI reads the document content and compares it to all category definitions
4. Assignment: The document is assigned to the best-matching category
5. Sections: Documents are broken into sections, and each section is assigned to a category

The Manual Process:

Users can also:

• Move sections between categories using drag-and-drop
• Create new categories on the fly for documents that don't fit existing categories
• Rename categories to better match the specific case
• Merge categories if they're too similar
• Delete empty categories to keep things tidy

Best Practices for Setup

For Organization Administrators:

1. Start with common document types: Create categories for the 80% of documents you see most often
2. Write clear definitions: The better your category definitions, the better the AI will categorize documents
3. Use recognition tips: Add specific phrases or visual cues that help identify document types
4. Review and refine: After processing several cases, review which categories work well and which need improvement
5. Don't over-categorize: Start with 10-20 categories, not 100. You can always add more later
6. Use folders for large category lists: If you have more than 15 categories, group them into folders

For Case Managers:

1. Trust the AI first: Let the automatic categorization do its work before manually adjusting
2. Create case-specific categories sparingly: Only create new categories if documents truly don't fit existing ones
3. Use consistent naming: If you rename categories, use clear, descriptive names
4. Keep categories organized: Merge or delete categories that aren't being used
5. Review the doclist: Check that documents are in the right categories before generating reports

Common Questions

Q: If I update an organization-level category, do all cases get updated?

A: No, not automatically. Case-level categories are independent copies. However, new cases created after the update will use the new definition. You can use the bulk update feature to update existing cases if needed.

Q: Can I have different categories for different types of cases?

A: Yes! You can create multiple sets of organization-level categories and use category folders to organize them. For example, you might have a "Personal Injury" folder and a "Workers Compensation" folder with different categories in each.

Q: What happens if I delete an organization-level category?

A: Existing case-level categories that were created from it will remain unchanged. However, new cases won't include that category. Documents already assigned to that category in existing cases will stay assigned.

Q: Can I change the color of a category?

A: Yes! Each category has a color that helps with visual organization. You can change colors at both the organization level and the case level.

Q: What's the "Miscellaneous" or fallback category?

A: This is a special category that catches documents the AI can't confidently categorize. Every organization should have one fallback category, and it cannot be deleted.

Conclusion

The folder and category system in Sky AI is designed to be flexible and powerful:

• Organization-level categories provide consistent templates across all cases
• Category folders help organize large numbers of categories
• Case-level categories allow customization for specific cases while maintaining the connection to organizational standards

By setting up clear, well-defined organization-level categories, you enable the AI to automatically organize documents effectively, saving time and improving consistency across all your cases.