Create and configure custom properties

Custom properties provide information for a specific document class. Properties can be used to:

  • structure documents
  • improve the search experience
  • customize workflows

Note: Properties are also called metadata.

As a library administrator, you can create and configure custom properties. You can group them into sections, which users will see on the AODocs document page. Learn more: Organize custom properties in sections.

Important:
– Only library administrators can create and configure properties.
– You can create custom properties in all types of AODocs library.

This article explains how to:

 Access the document class settings
Create custom properties
           Assign an existing category to a new property
           Create a category when creating a property
Configure custom property settings
Delete custom properties

Access the document class settings

1. Open the library administration interface.

2. Select Document classes.

3. To open the document class configuration settings you can:

  • press the name of the document class you want to configure
  • select Configure document class in the More actions menu next to the required document class

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The document class configuration page opens on the Properties tab. If there are no properties defined for your document class, the list of properties is empty.


Create custom properties

1. In the Properties tab, press the Add button.

2. In the Create a new property pop-up, select the type of custom property you want to create:

  • String / text:
    • String: a string of alphanumerical and special characters limited to 400 characters
    • Text: text with no HTML parsing; you can add line breaks
  • Date / Time:
    • Date: date only
    • Date & Time: both date and time
    • Time: time only
  • Number:
    • Integer: integer values (0, 1, 2, -1,.. limited to +/- 2,147,483,647)
    • Decimal: decimal values (0.1, -5.1, 1.655,..) with maximum 3 decimal digits
  • Person: one or more email addresses or a Google group

Note:
– AODocs autocompletes email addresses available in your G Suite domain global address list.
– For a Person property to accept Google groups you must set it as multivalue.

Tips:
– Custom property values can be used to trigger or perform an action in a workflow state.
– Person properties can be used as workflow participants, dates trigger a reminder, etc.

3. Press Next.

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4. Enter a name for your property.

5. If required, enter a description for your property. The description, of up to 100 characters, appears as a tooltip on the property name for end-users.

6. If required, choose a section for your property. In the Choose a section field, you can:

  • select from a menu that appears if one or more sections are already defined
  • enter text directly to create a new section

Learn more: Organize custom properties in sections.

7. If required, activate the Multi-value switch: users will be able to define none, one, or more than one values for the property.

8. Press Create.

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9. The property appears in the list of properties. You can press Save to create your property now, or continue configuring its settings.

Assign an existing category to a new property

When you create a category property, you can assign any of the categories available in your library to the new property. Learn more: Create categories.

Alternatively, you can create a new category directly from Create a new property pop-up.

Follow the procedure to create a custom property. During step 2:

  • Select Category as the property type and press the arrow to display the list of categories available in your library.
  • Select the category you want to assign to your new category property.
  • Press Next.

 When your category property is created, users can choose from the values you defined for your category.

Create a category when creating a property

You can create a category in your library when you create a category property in a document class.

Important: The new category is added to the list of categories available in your library. You can assign it to category properties in any document class in your library.

1. Follow the procedure to

  • Select Category as the property type and press the arrow to display the list of categories available in your library.
  • Press the Add a category button.
  • In the Create a new category pop-up, enter a name for your new category
  • Press Create.

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In the Create a new property pop-up, the new category appears in the list of categories available. It's selected by default.

2. Press Next.

When you press Save, your category is created and associated with the property you created. It's added to the list of categories available in your library. Learn more: Create categories.

Tip: Your new category doesn't yet have any values. You can open and edit the list of category values directly from the Properties tab in the document class configuration screen.

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Configure custom property settings

1. In the Properties tab, press the down arrow next to a property to display its settings.

Important: Once you've defined the type of property, you can't change it.

2. If required, change the name in the Property name field.

Note: The new property name is applied to existing documents as well as new documents.

3. If required, change or add a description in the Description field.

4. If required, activate or deactivate the Multi-value switch.

5. Define the required permissions for the property.

You can set different property permissions for the life-cycle of documents and the creation phase of documents. Activate the switch to access the settings for the document creation phase.

Note: If you don't define specific property settings for the document creation phase, the settings defined for the life-cycle of documents are applied during the document creation phase.

  • Mandatory: the property must have a value. If the property has no value, the user won't be able to:
    • create their document, if set as mandatory for the document life-cycle
    • save their document, if set as mandatory for the document creation phase
  • Read-only: only administrators and scripts can modify the value or the property.
  • Hidden: these properties aren't displayed to contributors and readers. Hidden properties are only visible by library administrators when they view or edit a document.

Note: You can't define a property as both mandatory and read-only or both mandatory and hidden.

6. If required, you can configure data validation rules and customized help text for the following property types: Integer, Decimal, Person, and String.

7. Press Save.

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This video shows how to update your custom properties:


Delete custom properties

1. In the Properties tab, press the down arrow next to a property to display its settings.

2. Press the Delete button.

3. Press Confirm in the confirmation pop-up.

4. Press Save.

image07.png

Important:
You can't delete a property if:
– it's defined in the filter, display, sorting, pre-filter or browsing section of a view configuration
– it's defined in an automatic workflow transition based on properties in a workflow configuration

image08.png
Pop-up indicating that one or more properties can't be deleted

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Comments

19 comments
  • Our organization works mostly in English - perhaps I'll submit a feature request.

    Thanks.

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  • It is +/- 2 147 483 647 (2^31-1). We'll add the limits to the article. thx

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  • Once created, the type of a property field cannot be changed.
    For your situation I advise you to do the following:
    1. Create the new property with the correct field type.
    2. Use the Bulk updater advanced export with the Update function enabled to create an export in a Google Sheet
    3. In your Bulk updater export, copy the values of the column from your original property to the new property (normally an empty column)
    4. Run a Bulk Update
    This way you can migrate your properties from one field to another in batch.
    Hope it help.

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  • What is the maximum number of an integer field? (32000?)

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  • Hello, сan I make some metadata hidden and then display it at a certain stage of the workflow?

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  • How can I define a date property and restrict to choose the previous dates. I have scenario, let say a field called "approval required by" where user need to choose a future date and I need to restrict users to choose earlier date.

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  • For this Fatima, you will need to use a default Template where the boolean property is force to True or False.
    Learn more here: https://support.aodocs.com/hc/en-us/articles/213366126-Configure-document-templates

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  • How can I filter the views for a particular date range, for example I want to show all employee records join date within the range 01-01-2020 to 31-03-2020.

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  • Harold, Rajesh, yes for the moment, you will need to use custom scripts to do calculated field or incrementing fields. You can learn more about it here:https://support.aodocs.com/hc/en-us/sections/201077190-Custom-scripts

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  • I suggest that in your document class you create a property of the "person" (such a "Approvers", you can even make it multi valued) and then you use this property in a new role "Approver".
    Once the role is created, you can use it wherever you want in your workflow such as at an approval step. This way is very flexible because it allows you to have different approvers for every document. You still need to make sure that the users have access to the documents (to be managed in the permissions of your document class).

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  • Thank you Thibault

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  • Is there a way to change the Property Type for a Property already created?, for instance, I have created a Property called Product Number as Integer, but, a week later (with some items created) I need to change it to text, because I need to include letters. Can I do that?, and if so, we can lost the data added in that property?.

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  • Thank you Thibault!

    Sorry for bother you again, I'm learning about AODocs and have another question. If we need a property like a calculated field, that could be done through a script or code, or using a workflow, is that correct?. Something like the difference between two dates (with work days only), or a mathematics calculation. If so, could you please give us an example or please correct me if I am wrong.

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  • Is there a way to default the Boolean property to True/False?

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  • I believe by the comma, you mean the thousands separator on the integer fields. This only appears when you are using the English interface. You can switch it to French, for instance, by modifying the parameter ?locale=en_US to ?locale=fr_FR. Or you can change it at the library level:
    https://support.aodocs.com/hc/en-us/articles/115001140123

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  • How can I set a property to be incremented by 1 for each document created. I have a scenario as the ID field is having a value with format "XYZ0001" and so on. The second value will be "XYZ0002", then it will be incremented by 1 for each document created

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  • Is there an option to remove the comma symbol from the integer field?

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  • How can I create a document class that refers to the "aprover"? So the request for aproval is sent to the person selected.

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