Document Classification

Introduction

Classifying documents effectively is crucial for streamlined data management and retrieval. LightBeam provides a robust classification system as its primary method of organizing documents, with the additional flexibility to switch to label-based grouping if desired. This guide walks you through both the default classification system and the optional label-based grouping functionality in LightBeam.

Document Organization Methods

LightBeam offers three approaches to document organization:

1. Classifications:

Classifications serve as the default method, providing a hierarchical structure where documents belong to specific categories and sub-categories. This system ensures consistent organization across your enterprise.

1. Labels:

Labels provide an alternative grouping method that can be enabled through user settings for more flexible organization when needed.

1. Duplicates:

Duplicates allows you to find duplicate files there by understanding why they are, where they are and options to export a CSV list of them.

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Working with Classifications (Default View)

The classification system organizes your documents in a structured hierarchy. Each document can belong to a specific classification category (such as Financial) and can be further organized within sub-classifications (such as Tax Forms or Earnings Statements). This hierarchical approach helps maintain clear organization, especially in environments with large document repositories.

Figure 1. Main LightBeam dashboard

Step 1: Access the LightBeam Dashboard

1. Open your web browser and navigate to the LightBeam dashboard.

2. Log in with your credentials.

Step 2: Navigate to the Insights Page

1. On the dashboard, click on the Insights tab.

Figure 2. Insights tab on the Top Navigation menu

Step 3: Open the Documents Section

1. On the Insights page, hover over the sidebar on the left.

2. Click on the Documents icon (second icon from the top).

Figure 3. Documents tab under Insights

Step 4: View Existing Classifications

Figure 4. Documents page

1. You will be redirected to the Documents page.

2. This page displays the different classifications of documents in your database. Examples include:

   • Unclassified

   • Human Resources

   • Financial

   • Identity

   • Medical

   • Legal

Figure 5. Documents By Classification

Step 5: Filter Documents

1. You can filter the documents based on specific criteria using the available filters.

Figure 6. All filters for filtering Documents by Classifications

Figure 7. Classified Name and Data Sources filters

Step 6: Create a New Classification

1. Click on the blue button labeled Create New Classification at the top right corner of the page.

Figure 8. Create New Classification button

Step 7: Define the New Classification

1. Name: Enter the name of the new classification.

2. Status: Set its status to Active.

3. Description: Add a description to help users understand the purpose of this classification.

4. Sub-classification: If applicable, create a sub-classification under this new classification.

Figure 9. Create new classfication page

Example:

• Name: "Marketing"

• Status: Active

• Description: Documents related to marketing strategies, campaigns, and materials.

• Sub-classification: "Digital Marketing" (for documents specifically about digital marketing efforts)

Step 8: Save the New Classification

1. After entering the necessary information, click on the Create button to create the new classification.

Figure 10. Create button on the Create new classification page

Now, the classification of Marketing documents will be visible on the Classifications page.

Figure 11. New classification will be visible on the classification page

Using Class and SubClass on Objects

In Lightbeam, organizing your data efficiently through classes and subclasses is essential for maintaining a well-structured system. This guide will walk you through the process of managing object classifications, specifically how to view and reclassify files in the Lightbeam dashboard.

Step 1: On the Lightbeam dashboard, navigate Insights

Figure 12. Insights button on the LightBeam Main Menu

Step 2: Once on Insights, find Objects from the drop down menu

Figure 13. Objects button from the Insights drop down menu

You will see a list of datasources with associated objects. In this example, there are 15 datasources visible along with their respective objects.

Figure 14. Data sources visible with their respective objects

Step 3: Click on the Gdrive datasource from the list. Once selected, all files within the Gdrive datasource will be displayed.

Figure 15. Gdrive datasource

Step 4: Browse through the list and select the file you are interested in classifying or reclassifying.

Figure 16. Selecting file to classify or reclassify

You can see the current classification of the file, including its class and subclass.

Figure 17. Viewing current classification of file

Step 5: Click on the Reclassify button to start the reclassification process.

Figure 18. Reclassifying of file

Select a new class for the file. For instance, you can change it to Marketing. You can also modify the subclass, such as changing it to Digital Marketing.

Figure 19. Modifying Classification and Sub-Classification

Step 6: Click on the Save button to apply the new class and subclass to the file.

Figure 20. Save button

Now your file has been reclassified into Marketing, and sub classified under Digital Marketing.

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Working with Labels

Enabling Label-Based Grouping

If you prefer to organize documents using labels, you can enable this alternative grouping method through the settings:

1. Navigate to the Classification settings:

   • Go to the Insights tab

   • Click on Documents from the drop down menu

Figure 21. Insights tab on the main LightBeam dashboard menu

Figure 21. Documents tab from the drop down Insights menu

• Look for the Settings button in the top-right corner and click it.

Figure 22. By Labels tab on the Documents page

Figure 22. Settings button

• Find the Classification toggle switch

• Enable the toggle to switch to label-based grouping

Figure 23. Classification Engine message

Figure 24. Classification toggle turned on

Note: Your grouping preference is specific to your user session and stored in your browser's local storage.

This means:

• The setting is unique to your account and browser

• Other users will maintain their own grouping preferences

• Your chosen setting will persist until you change it

• Each new user will start with the default classification view

Switching Between Views

Once you've set your preference, you can easily switch between classification-based and label-based grouping:

1. Click the dropdown at the top right corner of the Document Types section. This is the key control for switching between views.

2. Select either "Classifications" or "Labels"

3. The view will update immediately to reflect your choice