Categories Relate to different requirements of a checklist or Deal. There should always be a Standard category. This means documents that are always included in that Checklist type/process. Non-standard documents that should only be added if the non standard Category applies.
In some cases, we can think of Categories as Parties. So, in a Mortgage, there are the Standard documents that are added to the deal. However, there may be a co-signer. In that case, we can create the non-Standard category of "Co-Signer" and when we create our Checklist, we add one non-Standard Co-Signer to the deal. When we create the Checklist, we then will see the Standard set of documents added, PLUS the documents needed from a Co-Signer.
Max Usable is the number of additional sets of category documents you can add to a checklist. For example, you know you will have 4 Guarantors, and 3 are non-standard. In your policy you always have 1 guarantor, but since you have a total of 4, you have 3 non-standard guarantors. You can allow up to 25, and can choose this.
Note: You will need to create a Standard category for doc titles that are necessary for the deal, but are not related to a specific party. Make sure to check the "Is Standard" checkbox to set the designation. The best way to see your Categories in action is to create a test Category, assign a DocTitle to it, and then then create a Checklist. Creating a checklist requires Types and Processes as well, so do this after you have completed Steps 1-4 (Folders - Processes) to review Categories.