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.

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

Property values can be defined manually by users or calculated from a formula using conditional logic. With AODocs, you can set up conditional logic in document classes in any type of AODocs library. When users edit their documents, conditional logic is applied as follows:

Learn more: What is conditional logic in AODocs?

This article explains how to:

Automatically generated table of contents

Access the document class settings

1. Access the library administration.

2. Select Document classes.

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

  • click 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


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, click the Add button.

2. In the Create a new property dialog, 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, a Google group, or a Microsoft group

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

– 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. Click Next.


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. Click Create.


9. The property appears in the list of properties. You can click 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 dialog.

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

  • Select Category as the property type and click the arrow to display the list of categories available in your library.
  • Select the category you want to assign to your new category property.
  • Click 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 click the arrow to display the list of categories available in your library.
  • Click the Add a category button.
  • In the Create a new category dialog, enter a name for your new category
  • Click Create.


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

2. Click Next.

3. Give your new Category property a name.

When you click 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.


Configure custom property settings

1. In the Properties tab, click 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. Click Save.


Delete custom properties

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

2. Click the Delete button.

3. Click Confirm in the confirmation dialog.

4. Click Save.


You can't delete a property if it's used in:
– the filter, display, sorting, pre-filter or browsing section of a view configuration
– an automatic workflow transition based on properties in a workflow configuration
– a conditional logic formula; learn more: What happens if I try to delete a property referenced in a formula?

Dialog indicating that one or more properties can't be deleted

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

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

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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:

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


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

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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:

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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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  • 0
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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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  • 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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  • 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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  • 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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  • 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:

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  • Thank you Thibault

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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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  • 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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  • 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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  • 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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  • We are working on migrating a form and workflow over. Is there some way to create choices for "Yes", "No", and "Other" where users can enter in some text if they choose "Other"? With pre-defined multi-value Category, users won't be able to enter additional text. Thanks.

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  • I have 2 categories - Country and Company. For each Country there are Companies defined. I also created 2 properties, linked to the Country and Company categories.
    Is it possible when selecting a Country property, only companies from that country to be listed in the Company property?

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  • @David, it looks like you cool benefit from using our new feature (currently in beta) of calculated settings. It allows you to dynamically display properties based on the selection of others in the form. In your example you could have another text property that is displayed and made mandatory only when the user selects "Other" from your drop down. If you are interested, reach out to to ask to join our program.

    @Tanya, I would suggest to reach out as well to Although I don't think your use case can be solely implemented with calculated settings, it could be a good start.

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  • Hi team, question regarding the Decimal data type - how can we configure the displayed number of decimal places in the View and when browsing Documents?

    I have a library that takes a currency value with 2 decimal places (e.g. £499.99)
    and multiplies it via calculated formula with an exchange rate at 6dp. The system stores the 6dp exchange rate but unless I'm editing the document I can only see 3dp which is not accurate enough.

    Also the calculated value comes out at 3dp (e.g. $699.836) which doesn't make sense, this should be 2dp. I guess as that result is a string I need to work something into the calculated formula to Round that, but can we configure the Decimal data type to display more or less than the standard 3dp so I can see my full exchange rate at 6dp?

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