Configuring labels and categories

Use label categories to organize labels and enforce required metadata, and use labels to refine discoverability and download controls beyond record-level settings. This topic covers creating and deactivating categories, creating labels with restrictions and group exemptions, and how labels combine on records.

Creating and editing label categories

Create categories carefully because they affect assignment behavior across records.

1. Open category settings.

2. Select Create Category.

3. Enter the category name.

4. Set the required and multiple options.

5. Select a default label if required is enabled.

6. Save your changes.

Setting	Effect
Required = On	Users must satisfy the category before sending draft records.
Allow Multiple = On	Users can assign more than one label in the category.
Default label set	Required categories can be satisfied automatically by the default.

Deactivating categories

Deactivate categories to stop future use while preserving historical consistency. Existing Evidence Records keep their assigned category and label values, but users cannot assign deactivated categories to new Evidence Records.

Creating and editing labels

Use category-aligned labels with clear naming and restriction intent.

1. Open label settings.

2. Select Create Label.

3. Enter the label name and category.

4. Configure the discovery and download restrictions.

5. Select exempted Launchpad groups if needed.

6. Save your changes.

• Discovery restrictions determine who is restricted from discovering the Evidence Record, based on label assignment.

• Download restrictions determine who is restricted from downloading attachments from the Evidence Record, based on label assignment.

• Exempted groups bypass selected restrictions. Exempted groups contain Diligent One Platform users.

Understanding Discoverable and Downloadable label behavior on records

Effective access on a record is the combination of direct assignment, the user's app role, record-level toggles, and any label restrictions. Evidence Hub evaluates them in a fixed order.

• Direct assignment wins A user directly assigned as owner, Evidence Admin, respondent, alternate respondent, reviewer, viewer, or a requester who has been granted access has direct access. Discoverability and download restrictions do not remove that access.

• Evidence Admin override Evidence Admins can list and discover every record. They can open only records they own or have been granted access to.

When no direct assignment or override applies, Evidence Hub resolves discover and download access as follows.

Condition	Discover	Download
No label, record toggle on	Eligible users can discover the record.	Users with access can download files.
No label, record toggle off	Only the owner, Evidence Admin, and assigned users.	Users with access can view but not download files.
Label restriction applied	The label restriction takes precedence over the record toggle.	The label restriction takes precedence over the record toggle.
User in an exempted group	Follows record-level settings; the label restriction is ignored.	Follows record-level settings; the label restriction is ignored.
User not in an exempted group	Follows the label restriction.	Follows the label restriction.

• The record owner is not subject to discoverability or download restrictions at the record level or label level.

• Exempted groups contain Diligent One Platform users only. A non-Diligent One user cannot belong to an exempted group, so their download access follows the record-level Downloadable setting when no label applies, or the label's download restriction when a label applies.