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 two 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.

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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.

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.

Step 3: Open the Classifications Section

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

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

Step 4: View Existing Classifications

1. You will be redirected to the Classified Documents page.

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

   • Unclassified

   • Human Resources

   • Financial

   • Identity

   • Medical

   • Legal

Step 5: Filter Documents

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

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.

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.

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

Step 2: Once on Insights, find Objects on the left sidebar.

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

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

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

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

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.

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

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 Classifications in the menu

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

• Find the Classification toggle switch

• Enable the toggle to switch to label-based grouping

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