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 validate a workflow state.
– Person properties can be used as validators, 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.

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.
  • Press the Add a category button.
  • In the Create a new category pop-up, enter a name for your new category
  • Press Create.

create01.png

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

5. 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.

image06.png

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.

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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

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

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